Building a Culture That Guarantees CMMS Success

You’ve completed the research, purchased a CMMS, and finished the training videos. The next step—getting the system up and running—can be surprisingly difficult.

CMMS implementations often stumble on a single, core issue: a weak organizational culture. Even the best software and training will falter if the workforce is not ready to adopt the new processes.

John Cray of Life Cycle Engineering and the Asset Reliability @ Work podcast explains how to create the right cultural foundation for a successful CMMS rollout.

Set Guiding Principles to Anchor Your CMMS

According to Cray, every company should codify a set of guiding principles that become the bedrock for CMMS use. While the specifics vary, here are four key examples he recommends:

1. No work order, no work. Every task—planned or emergency—must be logged in a work order before it is completed. This eliminates ambiguity and builds a habit of documenting all work.
2. Track every spare part. Whether stocked or non‑stocked, all inventory must be assigned a store‑item number and entered into the CMMS so parts can be re‑ordered automatically.
3. Adopt the 400% rule. Document 100% of internal labor, 100% of materials, and 100% of contractor costs on every work order. The goal is an aspirational standard that removes uncertainty about what needs to be captured.
4. Root‑cause analysis for every failure. When equipment fails, ask not only what happened but why. Engaging engineers or cross‑functional teams to investigate helps uncover systemic issues and refine future principles.

Next Steps After Defining Principles

1. Formalize processes and business rules. A small, cross‑functional team should review and codify these rules, which will guide training materials and day‑to‑day operations.
2. Implement a robust communications plan. Prepare leadership with clear explanations of why the CMMS is being adopted, its benefits, and what will change. Training should address every employee’s “What’s in it for me?” and “How will this affect me?” questions.
3. Recognize and reward the desired behaviors. Positive reinforcement accelerates cultural change. Celebrate users who consistently log work orders, track parts, and perform root‑cause analysis.

After Implementation: Keep the Momentum Going

Once the culture is in place and the team is following the principles, focus shifts to metrics. Cray recommends a dashboard of leading and lagging indicators that continuously steer the organization toward higher CMMS adoption and performance.

Further Reading

For deeper insights, read John Cray’s IndustryWeek article or listen to the full Asset Reliability @ Work podcast. Also check our blog on change‑management tips you need before updating your facility’s technology.