Why is Thorough CMMS Training Essential?

Introduction

After spending countless hours researching a Computerized Maintenance Management System (CMMS), identifying your organization’s needs, speaking with vendors, and implementing the software, you realize that not all of your maintenance team is eager to embrace using the system. However, it is challenging for many organizations to adopt it fully and see tangible value from the benefits the CMMS promises.

This is a common scenario for many facilities and maintenance managers. The problem isn’t the CMMS—it’s the lack of comprehensive training. Without it, even the most robust CMMS becomes another underutilized software. A May 2024 article by MicroMain, reported that without proper training, employees often revert to older, manual methods, undermining the software's investment. This is not a tiny issue, as FieldCircle noted. According to its article, the improper utilization of a CMMS contributes to inefficiencies and failed adoption in over 70% of cases. It becomes clear that apart from not getting your money’s worth from the software, you have to manage inefficiencies, frustrated staff, and operational hiccups that could all have been avoided.

Comprehensive CMMS training isn’t just about teaching people how to navigate a system; it’s about empowering your staff to embrace it as a tool that makes their work more accessible, easier, and more effective. Whether you’re managing a healthcare facility, a manufacturing plant, or a fleet of vehicles, ensuring your team is equipped to use the CMMS effectively is central to fulfilling the objectives you’ve set out for your company.  

So, how do you make training resonate with a team that may be resistant—or even outright reluctant—to adopt new processes? This is what we’ll be exploring. Ultimately, you’ll conclude that comprehensive CMMS training is non-negotiable because it bridges the gap between common skepticism and proficiency.

Why Comprehensive Training is Essential From an Operations Point of View

Simply put, comprehensive CMMS training ensures your team isn’t just using the system but is using it to its fullest potential. For a first-time CMMS user without sufficient training, even the most advanced CMMS can feel like a burden rather than a solution. For example, understanding the principles of scheduling preventative maintenance may not adequately inform a new CMMS user about how to set up automated reminders within the CMMS. Without this vital instruction, the result is missed maintenance schedules, unexpected equipment breakdowns, and costly downtime. 

Another critical benefit of comprehensive CMMS training is the reduction of errors that can arise from partial or superficial training. Consider the consequences of maintenance staff misclassifying work orders or failing to input accurate equipment data at a healthcare facility. Although seemingly minor mistakes at first glance, these can snowball into significant issues—such as equipment failures when most needed. Comprehensive training reduces these risks by teaching users the importance of accuracy and adequately utilizing asset tracking and reporting features. With proper training, employees are less likely to resort to inefficient manual processes or guesswork by fostering confidence in their ability to navigate the CMMS.

Long-term Return on Investment (ROI) from training is perhaps the most overlooked advantage of comprehensive CMMS training. While it may require an upfront investment of time and resources, the payoff is significant. For instance, a hotel chain that prioritizes thorough CMMS training sees a reduction in maintenance costs and improved guest satisfaction. With a thoroughly trained maintenance staff that regularly schedules HVAC system inspections, sudden malfunctions during peak seasons can be avoided. Over time, these minor but consistent operational improvements contribute to higher customer retention and lower operating costs.

Comprehensive CMMS training benefits individual users and transforms an entire organization's operations. It ensures that you will realize the full potential of your CMMS by making it a proactive instead of a reactive tool. While this type of training is time-consuming and resource-consuming, investing in it can inspire maintenance teams to meet the demands of their industry with confidence and precision.

The Challenge of Reluctant Learners

Employees’ resistance to embracing a CMMS Software is real, and when their concerns are left unaddressed, the consequences, as described previously, can be costly. Reluctant learners are often one of the biggest hurdles for facility managers to overcome when implementing a new CMMS. Understanding and addressing their concerns is crucial to ensure a smooth transition. 

Resistance can stem from fear of technology, skepticism about its benefits, or simply being accustomed to manual processes. In the hospitality industry, for example, maintenance staff might be used to jotting down work orders on paper or calling in repair needs informally. Asking them to log every detail into a system is extra work at the front end, which is perceived as something other than an efficiency boost. This reluctance can lead to inconsistent data entry, underutilization of the CMMS, and inefficiencies in maintaining guest-ready facilities.

Fear of technology is a common barrier, particularly for long-term employees who might feel intimidated by a digital platform. They may also believe, “Why change what isn’t broken?” Imagine a senior maintenance manager in a large resort who hesitates to transition from manual logs to the CMMS’s asset tracking feature. Without proper training and encouragement, this hesitation can lead to critical maintenance tasks slipping through the cracks—like ensuring elevators or pool filtration systems are inspected on time. This not only disrupts operations but also impacts guest satisfaction and safety.

Addressing these challenges requires commitment, empathy, and a strategic approach. By clearly showing the tangible benefits—such as how logging a maintenance request in the CMMS ensures faster response times—managers can help shift the narratives and employees’ mindsets. A team member who learns how to quickly input and track an HVAC repair order can see firsthand how the CMMS prevents repeat issues by logging detailed service histories. Once employees understand how the system simplifies their work and improves outcomes, their reluctance often diminishes, leading to willing engagement. In doing so, CMMS training transforms a potential obstacle into a valuable step toward operational efficiency.

Key Components of Comprehensive CMMS Training

CMMS training aims to educate new users on the software (i.e., what it is, how it works, and why it’s beneficial) and then teach them how to use it correctly and efficiently. The following briefly describes the key components of comprehensive CMMS training:

Tailoring the Training

Since effective CMMS training isn’t one-size-fits-all—it needs to be tailored to the unique needs of your industry and the roles of its users. For example, fleet managers must understand how to schedule preventative maintenance for vehicles, track mileage-based service, and generate detailed compliance reports in the transportation sector. A training program focusing on these industry-specific requirements ensures users can apply the CMMS directly to their daily tasks. Various user roles depend on the users’ roles and responsibilities within the organization. It’s essential to tailor the training to the way the user will interact with the CMMS software and not overwhelm them with information that is not relevant to their job.

Hands-on Learning

There’s no better way to learn a skill than by practicing with guidance. Theory alone doesn’t have the same effect; it won’t instill confidence in reluctant or tech-phobic learners. For example, in a manufacturing plant, maintenance technicians should be given practical exercises, like creating and completing work orders or troubleshooting inventory discrepancies within the CMMS. Through guided hands-on practice, new CMMS users can navigate the learning curve as they become more comfortable using the software. This immersive approach helps reduce errors during real-world operations and increases users’ consistent CMMS use. 

Module Format

Breaking training into progressive modules also improves retention and application. Breaking a large, multifaceted task, such as utilizing a CMMS and breaking it into smaller pieces, makes the overall process more manageable. A phased and stepwise approach builds employees’ proficiency and paves the way for applying already learned skills to new ones over time. 

In the hospitality industry, for example, the first module could focus on logging maintenance requests while subsequent sessions delve into preventive maintenance scheduling and analytics. Employees can immediately apply what they’ve learned by layering the training and reinforcing their skills before moving on to more advanced topics. This gradual mastery helps ensure the CMMS becomes an integral part of daily operations rather than a daunting or underutilized tool.

Ongoing Support

Continuous support is the backbone of successful CMMS training. Providing employees access to resources like video tutorials, FAQs, and expert consultations helps to maintain their confidence while reinforcing already established skills. For instance, fleet managers may need ongoing guidance in the transportation industry as they implement new features, like fuel usage tracking or route optimization. A well-supported team will likely embrace the system and explore its full capabilities. Businesses should work closely with the CMMS provider’s customer support team to ensure that training resources are readily available for users and get guidance on how to leverage the CMMS vendor’s training and support resources to ensure the best outcomes for the business.

Strategies to Overcome Reluctance

We’ve already described some of the factors underlying reluctant learners. Now, we’ll explore the steps to take to overcome their reluctance. 

Addressing reluctance starts with securing management buy-in. When employees see that leadership actively supports and prioritizes CMMS training, it sets the tone for the rest of the team. Having company management and administrators attend training sessions alongside their staff sends a clear message that the CMMS is a critical tool for success, not just another piece of software. This approach builds credibility and encourages employees to take the training seriously. 

Highlighting the immediate, tangible benefits of the CMMS can also be a game-changer. Employees are more likely to engage with the system when they see how it makes their daily tasks easier. If they see a benefit for themselves and their jobs, they will be more willing to invest in the CMMS training. For example, when learning that the CMMS provides automated reminders for preventive maintenance and allows them to track spare parts inventory in real-time, employees will readily take note of the efficiency gains for themselves and the company. With a focus on a CMMS that reduces workload and stress, employees are more likely to shift their skepticism into willful acceptance.

Finally, peer advocates are another powerful tool for overcoming reluctance. Employees often respond more positively to their colleagues than to external trainers or managers. A peer-to-peer approach fosters trust and creates a support network, making it easier for hesitant employees to ask questions and seek guidance from those they work closely with. The result is a more cohesive team committed to regularly utilizing the CMMS software.

Conclusion

There is no argument that a CMMS is a considerable investment in time, money, and resources. At the same time, companies using a CMMS will attest to its value over time in terms of increased productivity, reduced costs, and a positive impact on their bottom line. However, these benefits are only possible when employees use the software proficiently and regularly.

Providing comprehensive CMMS training should be a nondebatable issue in achieving their operational goals. A training model tailored to company operations includes hands-on learning in a module format with ongoing support to ensure employees can proficiently and confidently utilize the software. By overcoming employee reluctance through management support, clear benefits, and peer advocates, organizations can break down barriers to adoption and foster a culture of continuous improvement. Incorporating these measures will create a culture of acceptance while reaping the benefits a CMMS offers.