10 Steps for Successful CMMS Implementation: Best Practices and Pitfalls to Avoid

For years, maintenance has been seen as a necessary but bland and unremarkable task—crucial for keeping operations running yet rarely viewed as a revenue driver. 

People often ask, “Why do we need regular maintenance?” The usual answer is “to keep up operational performance.” 

But the more important question is, “How much wear and tear has occurred since the last maintenance check-in?” The answer would remain, “I’m not sure.”

Modern computerized maintenance management system (CMMS) solutions can provide certain support operations and offer a way for facility managers to address these uncertainties and take more informed actions. They can:

• Maintain a detailed history of past maintenance activities.
• Monitor real-time data on parts, materials, and inventory management.
• Provide easy access to repair procedures, bills of materials, and asset documentation.

Implementing a CMMS has the potential to revolutionize facility management, boosting efficiency, operational excellence, and even revenue generation.

Yet, despite CMMS's promise, the reality is stark: about 80% of CMMS implementations fail to meet expectations. 

Many fall short of delivering the expected cost savings or improvements in asset productivity. Why? Does this mean CMMS is an overrated solution?

Not at all. When implemented correctly, CMMS can significantly reduce O&M costs, boost equipment performance, and ensure reliability. The real issue lies in execution—often, just one or two missing elements can derail an entire initiative.

Failures usually arise from inadequate planning, poor user engagement, and data management issues. But there’s more to it. Often, problems starts before implementation with picking the wrong CMMS.

It’s easy to get swept up by features and promises, but not every solution fits your specific needs. Just like any investment, you need a CMMS that’s built for where you are now and has the flexibility to grow with your organization.

This article explores these common pitfalls and provides practical, data-driven strategies to help you avoid them and successfully implement your CMMS.

What is CMMS, and why is it important in facility management?

A CMMS software application that optimizes the management and maintenance of physical assets in a built environment. It consolidates data about asset maintenance KPIs to streamline maintenance operations and manages everything from work orders and preventive maintenance schedules to inventory and asset performance in one cohesive system.

A connected CMMS takes things further. It redefines property operations by integrating systems, people, and processes into a unified platform. This approach not only automates tasks but also enhances stakeholder engagement and drives efficiency across your operations.

For IFM companies and enterprise executives, a connected CMMS is important for the following:

• You have a single pane of glass control over your operations. This replaces multiple disconnected systems with a single platform that manages end-to-end processes seamlessly.
• You can quickly meet evolving business needs by facilitating smooth communication with internal and external stakeholders through integrated support channels.
• You can use historical data to make smart asset repair or replacement decisions, reducing costs and downtime.
• You can ensure data consistency and be audit-ready with aggregated views of all your maintenance and asset management data.
• You can easily integrate with other tools in your tech stack and automate repetitive tasks, thereby improving efficiency.
• You can gain 360° visibility across your portfolio, optimizing operations and enhancing user experiences.

Suggested read: Here's why we built a connected CMMS - Facilio

A 10-step CMMS implementation plan

Implementing a CMMS isn't just about adding software—it's a full-scale project management task. From planning and coordinating teams to setting goals and tracking progress, it requires the same strategic approach as any significant project.

This step-by-step list is divided into three stages: pre-, during and post-implementation.

Pre-implementation

1. Define clear objectives

Start by asking, “Why are we implementing CMMS?” Whether it’s to reduce downtime, extend asset life, or cut costs, clearly defining your goals is crucial. 

Only 55% of project participants—team leaders and project managers—feel that the project's business objectives are clear to them. This can hamper smooth implementation.

To give your team a clear target, make sure these objectives are SMART—specific, measurable, achievable, relevant, and time-bound.

Mature organizations don’t just react to change, they plan for it with a structured approach. Without a programmatic process, projects often have unclear objectives, constantly shifting requirements marks and reactive planning.

2. Secure executive sponsor buy-in

Adopting new technologies like CMMS within the Industry 4.0 framework can be challenging due to the complexity of AI, big data, and cloud-based systems. Executives may hesitate, perceiving risks and lacking clear, data-driven justification, leading to resistance or lukewarm support.

Yet, about 50% of companies want to give their organizations a competitive advantage by implementing cloud-based tech, with 64% big on data analytics.

According to the PMI, organizations with active executive sponsors on over 80% of projects report 40% more successful outcomes. 

To overcome challenges with getting executives on their side, FM managers should demonstrate how CMMS aligns with business goals and present an evidence-based plan that outlines ROI, addresses risks, and highlights strategic advantages.

You can’t improve what you don’t measure. To inspire teams and engage executives, set clear innovation goals, including key performance indicators (KPIs) and desired outcomes. Use KPIs to build data-driven cases and leverage benchmarking data to show potential improvements.

For instance, if your facility's maintenance backlog ratio is 15%, while the ideal is closer to 5%, this gap highlights inefficiencies. Showing how CMMS can reduce this backlog and streamline operations can effectively make your case.

3. Establish effective communication and collaboration methods with your key departments

Build your A-team by involving members from IT, maintenance, and operations in your CMMS implementation process—since they’ll be most affected by the new system.

These cross-functional teams bring diverse perspectives essential for a successful rollout—IT handles the technical side, maintenance focuses on practical upkeep, and operations ensures the system integrates with daily workflows.

A PWC survey shows that executive management agrees effective communication methods increase project success, with a 17% boost in staying within budget.

4. Choose the CMMS vendor that fits

Selecting CMMS is more than choosing the software that has the most features. It’s about finding a solution that fits your particular operational requirements and will integrate well with your existing systems. 

According to Gartner’s 2024 Tech Trends Survey, 59% of companies feel confident about their software purchase, 68% experience regret afterward, and 41% say that a wrong choice made them less competitive.

Stay away from feature hunting and go for a vendor that is financially stable and has a history of supporting growth. 

Avoid suppliers who rely too heavily on partners for critical functionalities. What’s important is that the software does what it promises, especially if it is industry-specific. 

The CMMS vendors must also focus on future-proofing and adopt advanced technology like AI and cloud to improve maintenance operations. Research forecasts that over 95% of new digital workloads will get deployed on cloud-native platforms by 2025, with just 5% remaining on legacy infrastructure.

Since a successful CMMS implementation involves a long-term relationship, you need a vendor that can support your business through every phase—from planning and training to ongoing support. 

Talk to other companies in your industry, try the software, and make sure it meets your needs without overwhelming your IT team.

During implementation

5. Plan for data migration

Data migration is a critical phase that often gets underestimated, leading to potential data inaccuracies and integration challenges down the line. 

Beyond simply replacing your old CMMS, it’s essential to review and validate all analytics and reports to ensure that your O&M department can continue to track key operational metrics seamlessly.

This process involves meticulous planning, from assessing and cleansing your data to careful testing and risk management throughout the migration. 

6. Phased rollout plan

Implementing the CMMS in stages allows you to test and refine the system gradually, minimizing disruptions. Instead of launching the solution for all 20 users simultaneously, start with a smaller group—say, 5 users per week. 

This way, you can address any issues on a smaller scale and make necessary adjustments before expanding.

As you move forward, roll out the CMMS to additional departments or locations based on the success of earlier phases. Continue training and refining the system based on user feedback.

A phased approach also makes it easier to test your hypotheses about the CMMS software and gather insights quickly, offering a more efficient return on investment with lower risk.

7. Thoroughly train end users

Utilize the CMMS vendor’s training services if available. If not, allocate time for employees to review the training materials thoroughly.

Offer a mix of on-site, virtual, and self-paced training options to suit different learning preferences and schedules.

While the vendor may cover the software’s operations, features, and functions, internal training is crucial. Managers should train users on tasks such as equipment-numbering schemes to prevent data entry errors.

Ensure training includes:

• Task management: How to retrieve assigned tasks, update work card statuses, and order spare parts.
• System functions: Creating tasks from scratch, using templates, understanding checkboxes, text boxes, dropdowns, and file attachments.
• Hands-on practice: Provide ample opportunities for practical experience to reinforce learning.

Post-implementation

8. Monitor and optimize CMMS utility

Employees used to existing systems might resist change due to their comfort with current processes. The learning curve is inevitable, but it can be managed effectively.

To address this, perform quick weekly audits during the first few months post-implementation to identify and resolve any emerging issues before they become entrenched. Appoint system champions to support staff struggling with the new system or maintenance workflows.

Monitor KPIs like user adoption and maintenance metrics closely. If you notice any drop-offs, act quickly to adjust and ensure a smooth transition.

9. Continuously track ROI

Once the CMMS is up and running, it's crucial to track its return on investment (ROI) to show its value. Regularly evaluate how the new system impacts your finances, focusing on reduced maintenance costs and extended asset life.

To do this, you can:

• Monitor costs: Keep an eye on changes in maintenance expenses. Are you seeing fewer breakdowns and lower repair costs? This can indicate that the system is helping you manage assets more efficiently.
• Assess returns: Look at how the CMMS is extending the life of your equipment. Longer-lasting assets mean fewer replacements and lower capital expenditures.
• Measure efficiency: Evaluate how the system improves operational efficiency. Are tasks completed faster? Is downtime reduced?

10. Set up plans for continuous improvement

Treat your CMMS as a living system that evolves with your business needs and technology advancements.

To do this, you can:

• Engage employees: Keep communication open with your team for valuable insights and feedback that can help refine and improve the system—how can their experiences guide system enhancements?
• Leverage data: Use the asset and maintenance history data to inform improvements. What patterns or issues can this data reveal? How can these insights drive better system functionality?
• Request regular updates: Adjust the system to reflect new business processes or technologies. Are there new features or tools from your vendor’s CMMS that could improve your operations?

Common pitfalls in CMMS implementation

CMMS implementations often fail because they’re treated as another technology solution rather than a comprehensive system that requires systems thinking and strong leadership. 

Let's explain why this happens and why a platform approach is the way forward.

Absence of clear goals and systems thinking

Many organizations approach CMMS as a plug-and-play solution. It can not magically solve problems without fully understanding the scope of what is achievable. This lack of systems thinking means they don’t consider the necessary workflows, data sources, or team collaboration. 

How can a system succeed if you haven't defined what success looks like?

Facilio’s platform offers real-time customizable dashboards and reporting tools that help organizations set and track specific objectives, ensuring alignment with broader business goals.

Lack of user adoption

Modern CMMS systems are incredibly advanced and capable of handling complex tasks and logic. The real challenge isn’t the software’s limitations but understanding what features are essential and how much complexity users can manage.

According to Axonify, 92% of employees report that well-planned training programs favorably impact their level of engagement. 

User adoption often fails because organizations underestimate the importance of training. A CMMS is only effective if the people using it know how to use it well. However, many businesses cut corners on training, leading to poor adoption and underutilization of the system.

Facilio connected CMMS addresses this by offering intuitive web and mobile interfaces designed to be user-friendly, which helps minimize the learning curve and encourages better adoption.

Subpar data management practices

Many older CMMS systems lack a common data environment (CDE), forcing teams to work in silos, which leads to data inconsistencies and communication gaps. When data isn’t accurate or aligned, maintenance management and decision-making suffer, ultimately affecting business outcomes.

Organizations that streamline their data, technology, and people are overcoming fragmentation and complexity, which allows them to extract greater business value from their data. 

According to IDC’s global survey of the office of the Chief Data Officer (CDO), companies with optimized data practices see a significant boost in performance, with a 117% increase in operational efficiency and a 44% rise in customer acquisition and retention.

Despite the benefits, 75% of organizations still lack a comprehensive architecture to manage their entire data ecosystem, including integration, access, governance, and protection.

Facilio’s cloud-based data-driven platform has robust integration capabilities to help solve this by ensuring seamless data migration and synchronization across your portfolio, maintaining the integrity and accuracy needed for effective management.

Inflexible system customization

Many CMMS systems come with rigid features that don’t adapt well to the unique needs of different organizations. These systems are offered as a one-size-fits-all solution and, more often than not, can’t be tailored to fit specific workflows or processes, limiting effectiveness and poor user satisfaction.

This inflexibility often stems from systems that don’t allow easy modifications or integrations with existing tools and practices. As a result, organizations may struggle with workarounds that disrupt operations rather than streamline them.

Facilio tackles this by offering flexible, low-code customization options, allowing you to tailor workflows, forms, and reports to your specific needs without extensive technical adjustments. This adaptability ensures that the CMMS evolves with your organization rather than forcing you to adjust your processes to fit the system.

Neglecting technological integration

When systems don’t communicate with each other, organizations miss out on opportunities for streamlined operations and data-driven insights. 

Studies show that integrated systems lead to a 25% increase in operational efficiency.

Many CMMS implementations fail because they don’t fully integrate with other systems like IoT devices, ERPs, or building management systems. 

This lack of integration can create data silos and lead to inefficiencies, as information remains isolated and inaccessible across different platforms.

Facilio addresses this issue with robust integration capabilities, connecting effortlessly with various technologies and software. This ensures a cohesive ecosystem where data flows smoothly across platforms, improving overall efficiency and effectiveness.

Why modernize your CMMS?

When considering a CMMS implementation, understanding the shortcomings of legacy systems can provide valuable insights into why modern solutions are essential. 

Legacy CMMS platforms often struggle with limitations that impact efficiency, data management, and scalability. 

These outdated systems can create significant hurdles for enterprise facility managers and integrated facility management service providers (IFMSPs), making it clear that an overhaul is beneficial and necessary.

Below are some key gaps left by legacy CMMS solutions and the corresponding advantages of upgrading and implementing a more connected CMMS platform.

Suggested read: An introductory guide to Connected CMMS

How Facilio helped CIT Ltd quickly deploy its connected CMMS and achieved an increased 15% in fault detection accuracy

CIT Ltd., an FM service provider, faced significant challenges with its facility management operations. 

CIT struggled with a lack of centralized visibility and inefficient processes for tracking assets, work orders, and compliance and needed a solution ready to go in a couple of weeks.

Facilio’s solutions 

• Automated compliance reporting
• Centralized asset management
• Enhanced SLA and KPI tracking
• Client and contractor portals for faster issue resolution

Business impact

• Increased fault detection accuracy by 15%
• Reduced manual intervention with automated work orders
• Achieved portfolio-level visibility
• Improved clarity on asset details
• Swift implementation within three weeks

For a comprehensive breakdown of how Facilio rolled out its implementation for its CMMS solution for CIT, read the full case study.

Best practices for successful CMMS implementation

1. Comprehensive workshop evaluation

This plan should detail how you'll gather essential data, such as inventories, asset records, maintenance schedules, and financial information. Some data may already exist, but you might also need to conduct physical counts or other checks. 

The goal is to compile this information in a format ready for data entry, ensuring nothing is overlooked during setup.

2. Stakeholder engagement and role-based buy-in

A good practice during pre-implementation is to conduct structured workshops with key stakeholders to walk through real scenarios. For example, the finance team can discuss how they expect the system to report on cost savings or maintenance expenses. 

In contrast, the maintenance team can focus on how work orders will flow through the system. This practice not only uncovers potential blind spots but also creates a sense of ownership among your team.

When each department feels invested in the outcome, it reduces resistance during go-live and ensures smoother cross-departmental adoption

3. Accurate and efficient data entry

Data entry is straightforward but time-consuming. Although it doesn’t require deep system knowledge, it must be managed by those who understand the CMMS thoroughly. Ensure data is entered accurately and in the correct format, as this step lays the foundation for effective system operation.

4. Draw maintenance benchmark lines

To truly gauge your maintenance strategy's effectiveness, setting clear benchmarks is vital. 

Here’s how FM managers can use this:

Measure current metrics: 

Start by using your CMMS data to assess your team’s current performance. Track KPIs to establish a baseline. KPIs offer insights into how well your maintenance operations are performing and highlight areas for improvement.

Focus on relevant KPIs:

• Preventive maintenance compliance (PMC): Tracks the percentage of scheduled preventive tasks completed on time.
• Planned maintenance percentage (PMP): Measures the proportion of time spent on preventive maintenance activities.
• Maintenance backlog: Reflects the percentage of maintenance tasks that remain incomplete.
• Mean time to repair (MTTR): Calculates the average time required to repair failed equipment.
• Mean time between failures (MTBF): Estimates the average time between equipment failures under normal conditions.
• Overall equipment effectiveness (OEE): Determines the percentage of productive manufacturing time.

Look beyond the numbers

Don’t just focus on the figures alone, but consider how processes and workflows impact these KPIs. Understand how each metric is calculated to ensure you’re making accurate and fair comparisons.

The table below illustrates well-practiced suggestive steps to actively implement CMMS from database migration to launch—with lessons from CMMS implementation in Penn Medicine Princeton Health; UPHS, University of Pennsylvania Health System.

Conclusion

Implementing a CMMS requires a thorough evaluation across critical dimensions like organizational alignment, process integration, and user adoption. 

First, it’s essential to ensure the system aligns with your organization's overall objectives, such as extending asset life or improving cost efficiency. Then, it would help if you evaluated how well the CMMS integrates with existing maintenance processes and supports your teams in executing their tasks more effectively. 

Finally, user adoption is critical—if the system isn’t easy to use or doesn’t enhance day-to-day operations, it won't deliver the desired impact.

This is where Facilio excels; it can allow rapid deployment of pre-configured use cases across its customer base. With an extensive library of standardized templates and configurations used in the industry, Facilio ensures easy implementation of established facility maintenance practices during onboarding with new clients. 

This allows organizations to leverage Facilio’s advanced features within a concise time frame by speeding up onboarding processes through shorter learning curves. 

By adopting best practices right from the start, Facilio helps ensure consistent, reliable operations across your facilities, making it easier to maintain high standards and optimize efficiency in no time.