CMMS Tech Tip: Establishing An Effective Maintenance Workflow Process

Streamlining maintenance practices for efficiency

When implementing a new Computerized Maintenance Management System (CMMS), it’s an opportune time to assess and enhance your existing maintenance processes. This Tech Tip focuses on how to establish an effective maintenance workflow that aligns with maintenance best practices. Mainsaver’s CMMS serves as a valuable tool for emulating and facilitating these best practices.

Challenge: Defining an efficient maintenance workflow

It can be tempting to stick with your existing workflows, but this approach might miss a valuable opportunity to assess and improve your maintenance processes for increased efficiency and effectiveness.

Solution: Thoughtful process planning and CMMS configuration

Aim to define an efficient maintenance workflow that aligns with your organization’s unique needs and follows industry best practices to optimize your operations. Consider how you will address the eight key decisions listed below.

#1 – Work Requests or Direct Work Orders

One of the first decisions to make is whether to create work requests that are reviewed and approved before becoming work orders or to allow direct creation of work orders. Define the process that suits your organization’s needs best.

#2 – Work Request/Work Order Creators

Determine who will be allowed to create work requests and work orders within the CMMS.

#3 – Formal Assignment of Work Orders

As a Maintenance Manager, decide whether you will formally assign work orders to technicians, or if they will be self-assigned.

#4 – Work Order Lifecycle

Define the typical path or lifecycle of a work order, including stages like “Awaiting approval,” “Awaiting planning,” “Awaiting scheduling,” and others. Only create statuses that will actually be used to avoid clutter.

#5 – Automated Email Notifications

Consider whether you want to set up automated email notifications to streamline workflow advancement.

#6 – User Roles and Security

Identify the necessary user roles (Requestors, Technicians, Supervisors, Managers, Stock Room Manager, Purchaser) and determine the parts of the system each role requires access to. Set security levels based on their functions.

#7 – Paper vs. Paperless

Decide whether you will continue to process physical paper work orders or transition to a “paperless” approach by processing all work electronically.

#8 – Mobile Work Order Processing

Explore the option of employing mobile work order processing using tablets and/or phone access to the CMMS for enhanced flexibility.

Summary: Crafting an effective maintenance workflow

When adopting a new CMMS, it’s the perfect opportunity to revamp your maintenance workflow for peak efficiency. Rather than simply maintaining existing practices, consider leveraging Mainsaver’s experienced implementation consultants to guide you in defining a streamlined, industry-best maintenance workflow. Make the most of this moment to optimize your maintenance operations.