Addressing Change Management in Campuses: A Phased Implementation Process

Implementing a Computerized Maintenance Management System (CMMS) in an educational institution isn’t just about adopting a tool—it’s about changing how your team thinks, works, and communicates. But change is hard. If you’re a facility manager, you know this better than anyone.

You’ve probably got a mix of people on your team—some who resist new technology like it’s a plague, and others who might be open but don’t know where to start. But here’s the thing: staying stuck in manual processes or outdated systems is far worse than the short-term challenges of making the switch.

The good news is that you don’t have to do it all at once. A phased implementation process can be your secret weapon. It minimizes disruption, builds confidence, and gets everyone—from your seasoned staff to your tech-averse colleagues—on board.

Let's dive deep into how you, as a facility manager, can use a phased approach to successfully implement a CMMS in a school or university. We’ll skip the fluff and go straight to practical, relatable strategies based on real-world experience.

Why Change Is So Hard in Schools

Change is uncomfortable, especially in educational institutions where many processes have been done “the old way” for decades. Think about your campus operations. Does this sound familiar?

• Manual Task Management: Work orders handled verbally, often forgotten or poorly tracked.
• Scattered Data: Maintenance records living in email inboxes or physical logbooks.
• Inconsistent Processes: Some tasks completed diligently, others falling through the cracks.
• Resistance to Technology: Staff with varying levels of tech literacy or outright reluctance to adopt new tools.

The problem isn’t just the inefficiency—it’s the chaos when things go wrong. A missed fire sprinkler inspection or a forgotten seasonal maintenance task could cost your institution thousands or worse, compromise safety. This is why many facility managers look to CMMS as a solution. But implementing it requires more than a system—it requires a strategy.

The Phased Approach: Why It Works

Jumping headfirst into a full-scale CMMS rollout might seem efficient, but it’s a recipe for resistance and burnout. A phased approach, on the other hand, is like easing into cold water instead of cannonballing—it gets the job done without the shock.

Here’s why it works:

1. Reduces Overwhelm: Staff can adapt to smaller changes over time.
2. Builds Trust: Early successes show the value of the system, making later adoption easier.
3. Allows Refinement: You can tweak processes before scaling up.

Now let’s talk about how to implement this in real life.

How to Implement a CMMS in Phases

Step 1: Define Your Objectives

Before you do anything, get crystal clear on why you’re implementing a CMMS. Is it to improve preventative maintenance compliance? Streamline work orders? Centralize data? Having clear goals will help you prioritize tasks and measure success.

Pro Tip: Tie your objectives to things your leadership cares about. For example, if your school’s administration is focused on cost control, emphasize how the CMMS can reduce expensive reactive maintenance.

Step 2: Start Small with Power Users

Identify a few "power users" to pilot the system. These should be your most tech-savvy or open-minded team members—people who can test the system, provide feedback, and advocate for it later.

• What This Looks Like: At Breck School, the facility manager started with four team members. They used the system, refined workflows, and shared their experiences with the rest of the team.
• Why This Works: These power users become your in-house experts. When other staff have questions, they’ll turn to their peers instead of you, which builds trust and eases the learning curve.

Step 3: Prioritize High-Impact Areas

Don’t try to digitize everything at once. Focus on critical tasks and assets first—those that have the most significant operational impact or are prone to failure.

• Examples:
  • Life safety equipment (fire alarms, emergency lights).
  • Seasonal maintenance (HVAC winterization).
  • Compliance-related tasks (inspections, certifications).

Starting here ensures that the system immediately proves its value by preventing costly or risky mistakes.

Step 4: Provide Tailored Training

Your team’s skill levels will vary, so your training should too. Some staff will want detailed tutorials; others will need hands-on coaching.

• What Works:
  • Host small group sessions for hands-on practice.
  • Offer quick-reference guides or videos for self-paced learning.
  • Pair less tech-savvy staff with power users for one-on-one support.

Real Talk: You might still face grumbles. That’s okay. Focus on showing how the system makes their jobs easier, like eliminating the need to remember inspection schedules or track down work orders.

Step 5: Expand Gradually

Once your power users are comfortable and high-priority areas are running smoothly, start onboarding the rest of the team. Allow adoption to happen organically, and keep communication open for feedback and adjustments.

At Breck School, this organic growth happened naturally—staff saw the system’s benefits and wanted in. You can encourage this by highlighting wins, like faster work order completion times or reduced maintenance backlogs.

Step 6: Monitor, Report, and Adjust

A CMMS isn’t a “set it and forget it” tool. Use its reporting features to track KPIs like:

• Work order completion times.
• Preventative maintenance compliance rates.
• Energy consumption (if your system tracks it).

Share these metrics with stakeholders to show progress and identify areas for improvement.

What If? If your data reveals persistent bottlenecks (e.g., overdue work orders), revisit your processes. Do you need more training? Additional resources? The data will guide your decisions.

Addressing Common Challenges

Even with a phased approach, you’ll face challenges. Here’s how to tackle them:

1. Resistance to Change: Start with small wins. For example, show how the CMMS simplifies their day-to-day tasks, like automatically scheduling recurring maintenance.
2. Lack of Resources: Focus on high-impact areas and make the case for additional support using data from the CMMS.
3. Leadership Skepticism: Highlight the system’s ROI with tangible metrics like reduced downtime or cost savings.

Example: At Breck School, the facility team emphasized the CMMS’s ability to centralize data and support long-term capital planning, which helped win over administrators.

Wrapping It Up: Change That Sticks

Implementing a CMMS isn’t just about digitizing your workflows—it’s about creating a system that supports your team, improves efficiency, and aligns with your school’s mission. A phased approach makes this transition manageable, turning what could be a daunting task into a series of achievable steps.

Remember, your role as a facility manager is pivotal. You’re not just introducing new technology—you’re driving a cultural shift that will benefit your institution for years to come. Stay patient, communicate clearly, and celebrate every win, no matter how small.

With the right strategy and mindset, you’ll not only implement a CMMS successfully but also position your school or university as a leader in operational excellence. And that’s a change worth making.

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