Implementing a Computerized Maintenance Management System (CMMS) is one of the most impactful steps an organization can take to improve asset reliability, reduce downtime, and align maintenance with production. But without a thoughtful approach, CMMS implementations often fall short of their potential—or fail altogether.
Here are some common mistakes I have made and seen made, and how to avoid them:
1. Lack of Clear Goals
One of the biggest oversights is launching a CMMS without defining what success looks like. Are you aiming to reduce downtime, improve PM compliance, or track maintenance costs? Without clear KPIs, it’s difficult to measure ROI or sustain engagement. My recommendation is to agree as a team on just one, choose the biggest driver of organizational success and routinely review it.
2. Bad Data In, Bad Results Out
Poor data migration—whether from spreadsheets or legacy systems—can doom a CMMS from day one. Inaccurate asset lists, incomplete PM inspections, poor parts data can create confusion, slow down transactional processing and erode trust in the system. Spend the time upfront and collect solid data.
3. Not Fully Investing in User Training
Assuming your team will “figure it out” is a recipe for frustration. A successful CMMS isn’t just about software—it’s about people using it effectively. Hands-on training, SOPs, and ongoing support are essential. Ensure your trainers are intimately familiar with the software and its configuration because having an expert in the room will help build your team’s confidence in the CMMS.
4. Ignoring Frontline Input
A top-down implementation that excludes technicians or production staff often misses the mark. Involve end users early and often. Their insight ensures the system reflects real workflows and allowing them to weigh will increase their buy-in.
5. Overcomplicating the Launch
Trying to configure every feature right away can bog down implementation. Start simple. Build core functionality first—then expand as your team gains confidence and the organization matures. Think of your rollout in terms of crawl, walk, learn. Implement the
most value-add areas first and overtime increase their scope to match larger organizational goals.
6. Poor Change Management
Even the best system will struggle if users aren’t aligned with the “why.” Communicate clearly, address resistance, and treat the implementation as a cultural shift—not just a software install. If not done properly, users will just assume it is a flavor of the month which will hurt adoption.
7. No Preventive Maintenance Strategy
If your CMMS is only used for reactive work orders, you’re just organizing the chaos. Build out preventive and predictive maintenance plans to get long-term value from the system.
8. Forgetting Continuous Improvement
Implementation isn’t the finish line. Regularly review your data, gather feedback, and optimize workflows. A CMMS should evolve as your business does.
Final Thoughts
A CMMS can transform how maintenance and production work together. A CMMS is a tool that can help your team achieve your goals, but it is only a tool. Be intentional throughout your implementation. Avoiding these common mistakes can mean the difference between a tool that collects dust and one that drives operational excellence.
Article written by
Colin Whitney
Maintenance Reliability Consultant
