Are You Prepared for Emergency Management?
Emergency management is a huge part of maintenance. Whether it’s an equipment failure or a natural disaster—your team needs to be prepared. You never think an emergency is going to happen to you. But preparing for the unexpected not only helps during an emergency, it can likely prevent more damage. CMMS for Emergency Management Maintenance professionals are first responders when things go wrong. It’s easier to make good decisions under pressure when you can see how your operations are functioning and where you need to focus your attention. And that’s so much easier with CMMS software. Emergency management requires documentation and planning. CMMS software can help you with every aspect of your emergency management plan, such as… Creating an emergency plan with checklists Defining the roles and responsibilities of each staff person Ensuring safety measures are in place Managing resources, supplies, and personnel Storing documents and other information, including details for insurance purposes Identifying where things are located, including emergency supplies Accessing information remotely. Planning means your team knows what to do when an emergency happens, as well as prevent more damage. Information is power. With CMMS, you can act on the information you’ve gathered when you need it most. [related-content] CMMS for Emergency Recovery CMMS data also is vital during the recovery period—helping your team get things up and running much faster. That includes… Safe storage of critical information Emergency inspection checklists Vendors and contacts Asset and part information The combination of CMMS software and an emergency plan is the best way to prepare for when things go wrong. Don’t wait for a disaster to strike. CMMS software can help you reduce your risk when speed is of the essence. How can you use CMMS software to create an emergency management plan? Contact us. We’re happy to share the secrets we’ve learned over the years.
Improve Maintenance Management Program Efficiency
How do you make your maintenance management program more efficient? Maintenance professionals know that CMMS software is a tool. And while a successful maintenance management requires great software, you also need to well-trained people who know how to use it right—just like any other tool. Implementation services when you implement new software or upgrade are the best way to get off and running quickly. But what if you want to improve efficiency out of an already successful maintenance operation? Make Your Maintenance Management More Efficient It’s always important to start at the beginning. So, the first step should be a needs assessment of your current state. (Read our series on conducting a Needs Assessment.) Then, compare what’s happening now to what you want in the future. That tells you where you want your maintenance department to go. A good place to start is think about the information you don’t have, or you don’t have easily accessible. A few examples from MPulse customers… What are we spending on Asset X? How much time are my techs are spending on specific jobs? Does my team need to have faster access to information? How can I reduce our excess inventory? How long has Equipment Y been out of service during a given time period? Finally, determine what tools you need to go from where you are to where you want to be. By tools, we mean anything your team needs to do their jobs, which may include… Tools and equipment Informational resources Software Training You Don’t Have to Do It Alone If you’re feeling overwhelmed at this point, remember, you don’t have to do it alone. We developed the MPulse Assess, Adjust, and Implement (AAI) program to help you make your maintenance management program more efficient. It includes onsite implementation and training services, giving you hands-on support from our MPulse experts. AAI is for MPulse customers who want to get more out of their implementation. It’s an ideal option for “rebooting” a waning program or finding ways to squeeze more efficiency out of an already successful one. MPulse customers have found the following benefits with AAI… Improved results Optimized processes Renewed focus on maintenance management discipline Identifying new ways to use the full range of MPulse’s robust feature set Expand use of MPulse throughout the enterprise Make your maintenance management program more efficient with implementation and training services to get you where you want to go. Contact us today. We’re here to help.
Building a Sense of Ownership with Your Maintenance Employees
When your employees are invested in your organization’s success—and their own—they have to build a sense of ownership in their work that provides a solid foundation for your work group. While you can work on building a sense of ownership anywhere, let’s focus on the maintenance team and their needs. Your maintenance employees need to feel like they have a stake in their work—and the workflows, tools, and software they use to get that work done. Here’s some advice from current MPulse customers, who’ve worked to create a sense of ownership in their employees. Listen.Rich, MPulse customer: “You may not be able to do everything your employees want. But you can listen and understand their concerns. I incorporate their suggestions when I can—even on the little things. People want to feel like they’re heard, even on small things like where the tools are kept or the names of our customized fields in MPulse.” Train.Jan, MPulse customer: “Training is constant. That includes both formal training—like classes and workshops, and internal training like peer mentoring in the shop. Be sure to invest in good training and let your team know they’ll be getting it. It’s a long-term investment.” Foster a positive perception of maintenance work.Luis, MPulse customer: “Maintenance suffers from a perception problem, so it’s our job to change that. We start in our own department by emphasizing our team’s contributions, and we work hard to do the same thing with our management team. It’s almost an internal PR campaign. It’s particularly important to our younger employees who want to feel like they’re making a difference.” Show the results.Juan, MPulse customer: “Maintenance doesn’t get a lot of recognition for their work—we often feel undervalued and unappreciated. So, it’s important to show your team how their jobs impact the entire company. We emphasize the results of the work they put in and share MPulse reports that show reductions in downtime, labor hours, inventory costs—anything and everything.” Communicate.Jack, MPulse customer: “Everyone talks about communication, so sometimes it feels like a cliché. But it’s the foundation. Ask probing questions to understand your team’s perspective, particularly when there’s a lot of change happening. Sometimes establishing the right expectations is half the battle.” How have you worked towards building a sense of ownership with your maintenance team? Leave a comment or contact us.
How to Monitor Equipment Health
The health of your equipment directly affects your maintenance workload. Unanticipated breakdowns mean a loss of productivity—and more work for the maintenance team. Do you know how to monitor equipment health? Monitoring equipment health is the next step up from scheduled preventive maintenance, helping you prevent those breakdowns and reduce stress levels in your department. So how healthy is your equipment? A quick review of work orders will give you a big clue. What assets are breaking down and halting production? If you’ve already invested in CMMS software, a simple report can show you which assets you spend the most time and money on. Start with this list to make the biggest impact as soon as possible. Automated Data Integration You may already be gathering equipment data manually—things like usage hours, mileage, pressure, vibration readings, etc. But your goal should be to reduce or eliminate as much manual data collection as possible by getting real-time information about how your equipment is performing. [related-content] Technology is your best resource here. For example, the MPulse Datalink Integration Adapter collects data from building automation systems (BAS), pressure gauges, heat sensors, vibration monitors, and virtually any digital measurement devices throughout your environment, and sends that data to your MPulse CMMS database. (Learn how MPulse customers are using DataLink here.) You might have heard of this system called the Industrial Internet of Things (IIoT), or the Building Internet of Things (BIoT) in the facilities world, which describes systems that gather information directly from multiple devices. Using that data, you can implement condition-based monitoring—one of the best ways to measure the health of your equipment. Condition-Based Monitoring MPulse Condition-Based Monitoring (CBM) allows you to track unlimited gauges and meters on every asset, and to set upper and lower threshold alerts and alarms. CBM also enables you to trend that data in reports so you can monitor asset performance over time. Staying on top of the health of your equipment with condition-based monitoring helps your maintenance department by enabling… Faster response times with automated alerts Reduced staffing and overtime Fewer errors due to manual data entry Time-series charting to spot trends Reduced data input redundancy The ability to grow with your company’s changing technologies Equipment health affects your organization’s quality, productivity, availability, capacity, risk, costs, and safety. Those are good reasons to start monitoring the health of your equipment. We can help. Contact us to learn more about how easy it is to monitor equipment health with MPulse Maintenance Software.
Prioritize Maintenance Tasks and Maximize Efficiency, Part 2: Calculate the Value
Last time, I shared my strategy for categorizing maintenance tasks. Obviously, emergencies and breakdowns take precedence. But what about the rest? It’s not as simple as going down the list in order from high to low. Maintenance operations are far more complicated than that. Maintenance managers can start by understanding the value of each maintenance task. Calculate the Value of Maintenance When I prioritize tasks, I’m looking at four things… Value to my organization Time to complete Proximity and/or location Potential loss if not completed I use these four things as a proportional tool to figure out what needs to happen when. Obviously, value to the organization is a big part of the equation. You’re going to prioritize tasks on key assets that directly affect your operations. Next, estimate how much time each task will take. CMMS software provides historical information about time and costs, which will give you the information you need to make data-driven decisions. But if you’re new to the CMMS world, make an educated guess. Then, consider the proximity and/or location where the tasks take place. This factor is particularly important for organizations with large facilities, multiple locations, or off-site assets. Finally, consider the potential impact if not done. This can be critical, for example, if you don’t change a component on time and the failure disrupts maintenance operations. How Does It Work? Let’s look at some real-world scenarios. Scenario 1. A key asset needs a major repair. Your tech is working on the same components that have a PM scheduled for next week. The equipment is disassembled, meaning it’s easier to access areas for lower priority tasks that don’t take a lot of time. It makes sense to do those other repairs or PMs at the same time, even though those tasks might be farther down on the list. Scenario 2. You have an off-site facility that your techs visit infrequently. A high-priority task is scheduled, and your crew will travel to this site. It makes sense to take the extra time to perform maintenance on other equipment at the site, saving another trip later. Scenario 3. Your tech is waiting for a part. There’s an hour to kill before the part is delivered. He checks his work order assignments, and he sees he doesn’t have enough time to dig into another high priority task before he’ll get pulled back to his original task. But while he waits, he can knock off a few quick work orders that don’t take a lot of time. It’s a lot to track. But CMMS software can help. Next time, I’ll share how maintenance software is the key to keeping your team on top of their task lists. In the meantime, leave a comment with real-world examples from your organization or contact us today. We all learn from each other.
Benefits of the IIoT for Your Maintenance Team
Last time, we identified four obstacles to implementing the Industrial Internet of Things (IIoT) that a lot of maintenance managers are experiencing. If you are one of them, you’re not alone. Let’s talk about why moving past these obstacles is critical to modern maintenance operations. Solving Problems The big goal of the IIoT is to integrate people and processes in a way that solves problems. Since maintenance management is about fixing problems, there’s a lot of potential to make your operations more efficient—and your job a little easier. It’s highly likely your organization has already automated physical processes related to your operations. Do you have an automated thermostat for your HVAC system? Production equipment that sorts, cuts, or transports goods? GPS systems in your vehicles? These things are the first step to the IIoT. Over time this data provides a history of operations and performance that enables you to better understand the condition of your assets and your production. That means your maintenance operations can look at what’s going to happen, instead of what has happened. And your team can make decisions based on that information. Monitoring Real-Time Conditions The big picture of the IIoT is the shift from preventive maintenance based on time or usage to predictive maintenance based on real-time conditions. [related-content] The IIoT is bringing those sophisticated tools to the masses. IIoT technology gathers the data from your assets. Your CMMS software can capture, store, and organize data that can be produced into reports and fed into predictive analytical tools. Today, maintenance managers are using IIoT data for… Finding failing equipment Recommending action before equipment failure Tracking trends Identifying problem areas or assets Justifying equipment replacement Creating a better maintenance strategy Improving efficiency Those are big advantages for the maintenance team. That’s why is so important to move past the typical obstacles and figure out how the IIoT can work for your team. Take the first step by talking to people with experience in implementing IIoT technology. Start by calling our industrial technology experts at (800) 944-1796 (USA and Canada) or +1 (541) 302-6677 (outside of USA and Canada). We’ll help you make a plan that works for your organization. Next time, we’ll share three steps to move forward.
Overcoming Obstacles to the IIoT
From the trade mags in your mailbox to the email newsletters in your inbox, everyone’s talking about the Industrial Internet of Things (IIoT), also known as Industry 4.0. Overcoming obstacles to the IIoT can seem like chartering into the unknown. It’s likely the IIoT is on your long “To Do” list—or at least on your radar. So, let’s talk about the obstacles that other maintenance professionals have experienced, and why. The Challenges of the IIoT The IIoT describes systems that gather information directly from multiple devices, which can be almost anything with a sensor—including computers, vehicles, smartphones, appliances, building automation systems, and production equipment. For the maintenance team, that means more real-time data to provide better insights into your assets, how they’re working, and what they’re really costing you. [related-content] But implementing the IIoT in the real world presents some challenges, despite enthusiasm from senior management. The Emory University study found four major reasons the maintenance field has been slow to deploy IIoT technology … Lack of skill sets. The IIoT requires a different skill set than most maintenance professionals have, as it merges operating technology with information technology. That means there’s both a lack of understanding about the IIoT and its capabilities, as well as simply a shortage of qualified employees with data management skills to get started. Current system still works. Many modern maintenance operations have fully embraced the preventive maintenance approach, which is working for them. So, some maintenance professionals don’t see the need for changes to their current workflows. Cybersecurity. IIoT data has value, which means it comes with challenges related to its safety and security. With active threats to IT systems growing constantly, maintenance managers are hesitant to bring new systems online without addressing concerns about complexity, data security, privacy, cyber attacks, hackers, disruptions, malware, sabotage, and data theft. Data silos. Traditionally organizations have used business software that creates little islands of computing power spread out across the organization. The proprietary nature of most systems and technology can make it hard to integrate technology vendors, IIoT systems, and external data sources. All these factors are valid, and they can be addressed by talking to people with experience in implementing IIoT technology. Start by calling our industrial technology experts at (800) 944-1796 (USA and Canada) or +1 (541) 302-6677 (outside of USA and Canada). We’ll help you navigate your obstacles and make a plan that works for your organization. Next time, we’ll talk about why moving past these obstacles is critical to modern maintenance operations. * Jalan, Arnav. “The Future of IIoT Predictive Maintenance,” Emory University and Presenso, https://www.presenso.com/blog/emory-research, May 28, 2018.
Must-Ask Questions about Your Maintenance Operations
Maintenance managers are busy, and it can be hard to find time to sit back and take a closer look at your operations. But taking the time for a little reflection can have a big impact on the future of your department. Luckily, we’ve complied a list of 10 must-ask questions about your maintenance operations. When you take the time to review your maintenance goals and workflows, you’ll probably find some things that you can do to improve, as well as identify new ways to improve your team’s productivity and efficiency. Nine Questions to Ask Yourself Start this process by asking yourself these nine questions… What’s making you nervous at work? What changes have you noticed and how will they impact your maintenance team? What resources might help you successfully navigate these changes? What are your organization’s plans for adding or replacing assets? Do you have new employees who would benefit from some training? Could other team members use a refresher in certain areas? Do you have new service requestors who need help on the best way to fill out work order requests? Do you need new or different reports for you or your boss? Is your CMMS software fully updated with any security patches or other updates from the software developer? One More Question to Ask Your Team or Service Customers After you’ve spent a little time working through the first nine questions, there’s one more question to ask your maintenance team and/or your service customers… Does anyone have questions or ideas for doing things better? The answers you get might surprise you, and they may feel a bit overwhelming. Remember you don’t have to do everything yourself. Pick up the phone and ask for help when you need it. Brainstorm with other maintenance managers for advice on how they handle things and involve your team members whenever possible. Your CMMS vendor also likely has some effective and affordable services to expedite your path to improvement. Look for services like MPulse Reset, which helps our customers reconfigure workflows and benchmarks, and then determines where adjustments to your CMMS software can help. Good maintenance managers know that plans are fluid, and they need to adapt to changes in their organization. Spend the time to reflect on these 10 questions and help your organization protect its investments and maximize maintenance productivity. Contact us.
CMMS Helps Facility Managers Move from Reactive to Proactive Maintenance
Facility managers know when someone has a problem, or something breaks down, their phone number is the one they dial. And some days, that phone never stops ringing. Many facility maintenance teams work the same way they always have—answer the phone, and then fix whatever broke. This reactive system serves a purpose, but it’s not efficient for the maintenance team or users. And it has significant consequences. Moving from reactive to proactive maintenance can keep those phone calls at bay while making better use of the maintenance team’s time and resources. It can feel challenging—almost impossible—to start a proactive maintenance program while you’re putting out fires all the time. But that’s where CMMS software can help. Schedule Preventive Maintenance Tasks A proactive approach starts with preventive maintenance. CMMS software will generate a schedule of PM tasks, making it simpler to follow the manufacturer’s guidelines. Properly maintained assets perform more efficiently, use less energy, and fail less often—extending their usable life. Preventive maintenance schedules and inspections generated from CMMS software help spot issues before they occur. Regular preventive maintenance tracking programs also ensure equipment is properly calibrated and lubricated when they need to be. Maintenance intervals can be scheduled based on asset or part condition, which triggers a work order just before the point when system inefficiencies or failures begin to occur. Facility managers can also schedule preventive maintenance work for off hours by tracking equipment use time. When a maintenance team establishes and regularly performs PM tasks that contribute to the upkeep of assets, an organization may be able to sidestep serious problems that arise as a result of neglect as well as delay more expensive maintenance. Reduce Costs & Downtime When you use CMMS software for maintenance scheduling, you’ll reduce emergency maintenance issues and unexpected production stoppages. This, in turn, cuts overtime costs for emergency repairs and reduces production losses. CMMS software also helps accurately estimate labor hours for PM tasks, making sure staffing levels match the workload and decreasing overtime costs. This type of labor cost analysis can determine when it’s more efficient to add more staff members instead of paying current employees more overtime. Preventive maintenance software is cost effective and beneficial for organizations of all sizes—lowering costs, improving reliability, and helping with compliance reporting. Find out how MPulse CMMS software can help your facility maintenance team move from reactive to a proactive. Contact us.
Should I Repair It or Replace It?
There comes a time in every asset’s lifecycle when a maintenance manager asks the same question: Should I repair it or replace it? The answer depends on several factors unique to your situation and your organization. If a breakdown has halted production, you’ll likely answer this question differently than if it’s an older piece of equipment at the end of its lifecycle. Either way, however, it’s important to make this decision based on facts, rather than assumptions. What You Need to Know The best decisions are informed decisions. When you’re asking if you should repair or replace an asset, you need to know some key information, such as… Maintenance and operating costs to date Impact on operations or production Safety issues Expected remaining service life Current resell market value Disposal costs Warranty or vendor service contract Efficiency How to Decide This information is the basis for data-driven decision making, which simply means you’re making a decision based on hard data rather than assumptions or guesses. [related-content] Every organization has different criteria for replacement versus repair. For example, one MPulse customer forecasts asset replacement when the cost of maintenance to date reaches 75% of the replacement cost. Another customer has different criteria for equipment based on its value to the production process, replacing assets that are vital to operations sooner than assets that have less of an impact. And some maintenance operations still run assets until they break down and aren’t repairable anymore. Making this decision is a lot easier when you have accurate information to go on. That’s where CMMS software comes in. Why CMMS Software Makes It Easier With each purchase and every work order, CMMS software documents… Labor costs Parts costs Energy costs Purchase price and date Life expectancy Warranty information Replacement costs Other custom data By running a few simple reports, you’ll know which assets cost the least amount of money to maintain and repair. You also can calculate when the increased efficiencies of newer models will pay off in the long run. CMMS data changes the way you make decisions because you have all the information at your fingertips to determine the total cost of ownership. Want to know when it’s time to repair or replace an asset? Contact us. We’re here to help.