Month: May 2021

How to Gain CMMS Buy-in From a Multi-generational Workforce

Posted: 5/27/2021

Older worker training younger worker on CMMS on computer

Many maintenance teams are comprised of workers representing multiple generations who must work together to accomplish daily tasks and company goals. Each generation faces different challenges when adapting to new technology, such as a computerized maintenance management system (CMMS), and will influence the software implementation process. This article discusses how you can gain buy-in for a CMMS when working with a diverse team.

The Four Generations in the Workforce

The four generations that generally make up today’s workforce are Baby Boomers, Gen X, Millennials, and Gen Z. Each generation has different strengths and weaknesses, preferred communication styles, perspectives, and expectations. Knowing more about each generation helps you develop strategies to increase user adoption. Below are the approximate birth years used to define each generation, as defined by the Pew Research Center:

  • Baby Boomers (1946 – 1964)
  • Gen X (1965 – 1980)
  • Millennials (1981 – 1996)
  • Gen Z (1997 – 2012)

Keep in mind that the descriptions provided in this article are not universally accepted nor do they apply to all maintenance teams. The habits and attitudes of some employees may more closely reflect that of a generation that is different than their own.

Baby Boomers

Baby Boomers were born between 1946 and 1964.They grew up just after World War II ended and experienced the Vietnam War. The population spike that occurred as they reached adulthood resulted in overcrowded schools and steep job competition. Therefore, they learned to be competitive and resourceful to get where they needed to be. They are independent and self-assured, competitive, goal-centric, resourceful, mentally focused, team oriented, and disciplined.

Baby boomers are more likely to hold on to the traditional way of doing things and maintain the status quo. They did not grow up with technology, but have developed basic skills using the internet, cell phones, and computers. However, they may be hesitant to use moderately complex technology and struggle to keep up with more tech-savvy counterparts.

What Baby Boomers Want from a CMMS

Baby boomers value ease of use when it comes to technology. Though they aren’t shy to adopt new technology, it must be intuitive, user-friendly, and allow them to perform tasks in a practical way. Another motivator for Baby Boomers is the potential to simplify their day-to-day work and automate administrative tasks.

In terms of maintenance performance, many baby boomers are highly skilled maintenance technicians. They demonstrate their experience by maximizing their wrench time and showing less experienced technicians “the ropes” on specific equipment or systems.

Further Reading: What Makes CMMS Software Easy to Use?

Training Baby Boomers

Training baby boomers may require more time and patience because they aren’t as adept with technology as others. Hard copy manuals and in-classroom learning may work best for this group; however, it’s important for them to participate in hands-on training with the software as well. It’s also important to remember that baby boomers thrive in a team environment. Once they understand how to use the software, if they are paired with a millennial that they can mentor, they will feel empowered.

Gen X

Gen X, the generation born between 1965 and 1980, saw the start of both parents having to work outside the home and the deterioration of the nuclear family, which is why they are nicknamed the “latchkey generation”. They saw the end of the Cold War and the rise of computers. Gen X is hardworking and manages their money well. They like to work independently, but hold meetings in person to discuss projects and ideas.

This generation is also self-sufficient and resourceful, as well as individualistic. They are used to caring for themselves since before reaching adulthood. They value freedom and responsibility to overcome challenges on their own. The Gen X generation prefers to communicate through email and phone.

What Gen X Wants from a CMMS

Gen X likes that using a CMMS establishes accountability. When maintenance activities, asset information, and work order history are documented in a CMMS, it ensures that no one can play the blame game. Additionally, the system can hold others accountable for entering more accurate or timely information, which only increases their satisfaction with their job.

Gen X employees also like that CMMS software streamlines communication through real-time access to information and notifications. This allows them to work more independently and get more accomplished during their shift with less time-wasting, back-and-forth communication.

Training Gen X

Gen X is trained best on CMMS software when they have a lot of activities to complete. They want to be able to report back often. Give these employees short tasks to complete and have someone check their work to help them learn. Allow Gen X to provide feedback on the software itself, the training process, and other processes the organization follows.

Millennials

Millennials were born between 1981 and 1996.This generation went through 9/11, the rise of social media, and the Great Recession in 2008 just as they were entering the workforce. They are financially challenged by student debt and take longer to afford large purchases such as homes. Millennials thrive on collaboration and job flexibility.

Millennials are the digital pioneers, since they were the first generation to transition from life without the internet to using the internet daily. They seek skill-structured training programs and positive feedback as they desire leadership roles and career progression. They care about performance quality and value work output over the number of hours worked. In terms of technology, Millennials are more likely to use a laptop, tablet, or smart phone than a desktop computer.

What Millennials Want from a CMMS

Millennials need to feel like their employer uses modern technology, and CMMS software can reassure them. Since this generation recognizes that technology is needed in the workplace, it’s not hard to get them on board with implementation. With mobile CMMS software, Millennials appreciate that they can maintain access to critical maintenance data from their devices when out in the field and communicate in real time.

Another feature that appeals to Millennials is reporting and data analysis capability because it gives them data they can use to make decisions. A CMMS makes them feel like they are contributing to common goals as a member of the team.

Training Millennials

If possible, e-learning is the best method to train Millennials on CMMS software. Make any training flexible and on-demand and allow them to choose their own path to completing training when possible with regular, detailed feedback. Information should be presented in small amounts frequently. Provide continuous learning opportunities and use video whenever possible.

Gen Z

Employees of the Gen Z generation, born between 1997 and 2012, make up 24% of the workforce in 2021.They saw their parents struggle a bit financially amidst America’s participation in conflicts in the world throughout their entire lives. They are digital natives since the internet has always been a part of daily life. Therefore, they learn and experience the world best through technology. Gen Z greatly values job security. They like to promote diversity and equality in the workplace and enjoy working independently.

What Gen Z Wants from a CMMS

It is important to Gen Z that organizations keep up with technology, even more so than Millennials. They want to contribute to process improvement whenever possible, including the ability to enter data in the CMMS from anywhere such as their home, jobsite, or en route.

Gen Z needs to know that using CMMS software is helping them contribute to the goals of the organization. They crave a personal stake in the success of the company and want to be recognized for their contributions and accomplishments.

Training Gen Z

Gen Z and maintenance management software pair up easily.  Employees of this generation are used to learning new technology all of the time, so they catch on fairly quickly. They learn by doing, and enjoy a social environment for learning, meaning they like to work with a group, or at least be seated near others during individual online training.

Video-based training is highly effective for training Gen Z – even better if training can be accessed from their mobile devices. They may be able to help train others in the software since they can easily pick up on new technology and show others how to use it, providing them with a sense of importance.

FTMaintenance Select: A CMMS Solution for a Diverse Workforce

Maintenance teams consist of employees from many age groups and walks of life. Successfully implementing a CMMS requires organizations to consider the attitudes, habits, behaviors, and needs of employees from many different cohorts. Only then will you be able to maximize your CMMS ROI and fully achieve your maintenance management goals.

FTMaintenance Select is a CMMS platform designed to meet the needs of today’s multi-generational maintenance workforce. The intuitive interface empowers your team to easily perform and document maintenance activities with minimal training. Contact us to learn more about implementing FTMaintenance Select at your facility.

FTMaintenance Select v.1.1.16.1 Release Notes

Posted: 5/18/2021

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v1.1.16.1, which incorporates the following:

Features

  • Asset Management
    • Record asset downtime on work orders.
    • Edit asset downtime records.
  • Deployment
    • Host and run FTMaintenance Select on your organization’s internal servers and network.
  • Reporting
    • Generate a report that displays the details of a work order.
    • Generate a report that displays the details of a service request.
    • Generate a report that displays work order costs.
    • Generate a report that displays asset costs.
    • Generate a report that displays a list of assets.
    • Generate a report that displays a list of assets by location.
    • Generate a report that displays a list of active work orders.
    • Generate a report that displays a list of past due work orders.
    • Query reports to see a filtered set of data.
    • Export a report in Excel file format.
  • Work Order Scheduling
    • View work orders on a calendar schedule, color-coded by maintenance type.

Solutions

  • Corrected an issue that prevented Floor records that utilize special characters from being edited.
  • Buttons related to adding Users or User Groups in Asset Configuration are more clearly labeled.
  • Drop-down menus in the Stockroom Items list now work properly.
  • The system now notifies users when illegal characters are used when entering a Description on a Service Request when creating a Service Request as a Guest.
  • When creating a Maintenance Category on a new Service Request, the Maintenance Category field now automatically displays the newly created Maintenance Category.
  • The system now properly validates phone numbers and email addresses when creating a Customer.
  • The character limit for the Equipment’s Model Number field has been increased.
  • The system now notifies users when the character limit is exceeded in the Asset Category field on an Asset record.
  • Meter Type and Unit can now be entered on a new or added Meter Reading.
  • The currently logged in User is automatically entered on a Downtime record.
  • The system now notifies users when the character limited is exceeded in the Inventory Item Number and Inventory Item Name fields of an Inventory Item fields of an Inventory Item record.
  • Downtime records can now be added when creating an Equipment record.
  • The list of Parts, Properties, and Building records can now be sorted in ascending or descending order.
  • A User’s Status is now displayed on the All Users page.
  • Meter Reading details, such as Date, Data Type, and Units, are now automatically populated when the associated Meter Reading Definition is selected.
  • Updating an Asset’s Location no longer changes the format of the address.
  • The Service Request Configuration page now indicates the current Workflow Mode.
  • The Service Requests section on the FTMaintenance Select Home page is now hidden when the Service Request configuration option is disabled.
  • Asset Tree Nodes can now be filtered by Tag.
  • Error messages no longer display when creating a Downtime record.
  • A Location’s Location Type can now be updated successfully.
  • When creating a Cost Center on a new Service Request, the Cost Center field automatically displays the newly created Cost Center.
  • When creating a Customer on a new Service Request, the Service Request automatically displays the newly created Customer.
  • One-time Tasks can now be deleted from Work Order records.
  • Error messages no longer display when creating an Equipment record with a Runtime Unit.
  • Values for Location Type now properly appear on the Add and Edit windows for Inventory Item Locations.
  • Notification Events are no longer disabled when located via a search.
  • Tooltips now display when hovering the mouse cursor over the icons in the Actions column on the All Work Orders page.
  • Data with quotation marks can now be successfully imported.
  • Updating the name of a child Location no longer changes the Location Type for the parent Location record.
  • A new Customer’s Address now displays when a Guest creates a Customer from a Service Request.
  • A Phone Number can now be entered on a Vendor record.
  • Customers now display properly on Service Requests.
  • The Manufactured Date and Installed Date fields are now correctly populated when Equipment data is imported.
  • A Downtime record is automatically created when the Status of an Asset is changed to “Out of Service”.
  • Property data can now be imported.
  • An Area Unit field has been added to the Buildings import template.
  • A Vendor Email field has been added to the Parts import template.
  • Vendor Email and Vendor Description fields have been added to the Vendor import template.
  • Work Orders now save Labor Logs for multiple Labor Resources.
  • Deleted Users can no longer be edited.
  • Transactions can now be performed on Buildings, Facilities, and Properties record.
  • The Meter Reading Definitions grid now properly displays Units.
  • Error messages no longer display when updating fields in the Meter Readings window.
  • A Downtime Entry’s Start Time now properly saves the time as either AM or PM.
  • Improved the selection of a State on a Work Order Customer record.
  • The “Requested on Behalf of” fields no longer disappear when editing or updating a Cost Center on a Service Request with a Status of “Pending” or “Approved”.
  • Corrected an error that prevented files from being attached to Equipment records.
  • The system now notifies users when illegal characters are entered into the Phone field of a Customer record.
  • Notifications for Blocked Work Order events now use the correct Notification Template.
  • The system now notifies users when incomplete Address information is entered on a Customer record.
  • A Customer’s Phone data is now saved when a new Customer is added from a Service Request.
  • Non-required Custom Work Order Fields no longer prevent a Work Order from being saved.
  • Adding a new Labor Resource from the Work Order Lead’s Name field no longer removes data from the Lead’s Name field.
  • Updating a Stockroom location from the Locations page no longer disassociates a Stockroom Location with its parent Location.
  • Corrected an error that prevented Units from displaying in the Meter Readings grid for a Facility or Tool.
  • A Meter Reading’s Unit is now retained when adding a Meter Reading to a Part.
  • Changes to a Meter Reading’s Units are now reflected in the Meter Readings grid.
  • The character limit for Task Number has been increased.
  • Asset Names that include spaces now properly display.
  • Improved the process for submitting a Service Request.
  • A Work Order Appointment’s Time now displays on all Appointment Blocks on the Work Order Schedule tab.
  • Units are automatically populated when a Meter Reading Definition is selected.
  • Floor names and numbers can now utilize a wider range of characters.
  • Service Requests with a status of “Approved” can now be updated to “Information Requested”.
  • Improved the process for editing a Downtime Entry record.
  • Tooltips now display when hovering the mouse cursor over the icons in the Actions column on the Reports page.
  • Corrected an issue that led to the inability to create or update an Equipment record.
  • Corrected an issue that caused an error when adding a Meter Reading from the Meter Readings Sheet.
  • Improved the ability to navigate to Draft Service Requests from other modules.

What Makes a Good Maintenance Technician?

Posted: 5/10/2021

Industrial maintenance managers supervises two technicians repairs a bridge crane.

Maintenance teams are made up of multiple roles that contribute to high-quality asset maintenance. Frontline maintenance technicians are perhaps the most important of these roles, as they execute the maintenance work that ensures optimal uptime and reliability. Because of their importance to the organization, it is important that the maintenance team consists of highly skilled, experienced maintenance technicians. This article helps you identify what makes a good maintenance technician.

Maintenance Technician Responsibilities

Maintenance technicians have numerous responsibilities related to installing, troubleshooting, repairing, and maintaining production and facility assets. These responsibilities vary from one organization to the next. Typically, a maintenance technician’s duties and responsibilities include the following:

  • Assisting in the installation of new equipment
  • Responding to maintenance requests submitted by other departments, tenants, or facilities
  • Responding to alerts and breakdown events
  • Carrying out corrective maintenance (CM)
  • Repairing or replacing broken parts and components
  • Performing routine preventive maintenance (PM) work, including inspections, cleaning, lubrication, and testing
  • Performing basic diagnostic tests to detect problems
  • Investigating the root causes of equipment failure
  • Disassembling and reassembling equipment
  • Testing equipment and systems to determine whether repairs are successful
  • Reading technical manuals and maintenance documentation
  • Documenting maintenance work
  • Updating computerized maintenance management system (CMMS) software

In larger organizations, the maintenance technician role is more specialized to a specific craft, area, or set of assets. For example, technicians may possess skills related to machining, plumbing, or HVAC. In smaller organizations, the maintenance technician role is more generalized. Technicians are expected to know a little bit about multiple types of systems, tools, devices, and maintenance processes.

Maintenance Technician Skills

Good maintenance technicians possess a range of hard and soft skills that make them successful.

Technical Knowledge

Perhaps the most important skill maintenance technicians can have is technical knowledge.

Good maintenance technicians have knowledge of hydraulic, pneumatic, mechanical, and electrical systems. An awareness of custodial, janitorial, and sanitation service is useful as well. Such knowledge allows technicians to develop a deep understanding of the assets they maintain and more easily tell when something is “off”.

Good maintenance technicians should also have basic knowledge of the hand tools, power tools, and other devices used to complete maintenance work.

Physical Ability

Maintenance work is physically demanding. Technicians must go wherever maintenance work is needed, whether on rooftops or in tiny spaces, or in extremely hot or cold conditions. Going to and from assets, technicians often lift or drag equipment, repeatedly climb up and down stairs or ladders, work in awkward positions, and carry heavy objects.

In addition to strength and endurance, good maintenance technicians also have finesse. They must be good with their hands, handle tools in a skillful way, and manipulate tools and instruments with precision.

Problem Solving

A maintenance technician’s job requires him to resolve complex problems, work with a sense of urgency, and consider many different variables. Good maintenance technicians are natural problem solvers and take a systematic approach to troubleshooting failures. Below is an example troubleshooting process one might follow:

  1. Collect information based on direct observation, information reported by requesters, or documentation stored in a CMMS.
  2. Consider the evidence and determine the most likely causes of failure first.
  3. Implement a solution.
  4. Test the solution. If the issue is not resolved, continue collecting data and repeat.
  5. Verify that no new problems have been introduced as a result of the repair.

In emergency situations, technicians may need to install a short-term, stopgap solution.

Attention to Detail

Attention to detail goes hand in hand with other skills, such as technical knowledge and problem solving. Any maintenance professional knows that overlooking small issues leads to bigger problems down the road.  Detailed-oriented maintenance technicians can quickly spot abnormal conditions and performance.

Paying attention to minute details also comes in to play when dealing with safety and compliance issues. For example, overlooking a step in lockout/tagout procedures, hazard communication protocols, or asset reassembly can have life-threatening consequences. Good maintenance technicians ensure their work is compliant with OSHA maintenance standards and any other regulatory requirements.

Communication Skills

Verbal communication skills are necessary to help understand maintenance issues that are reported by phone or in person. To fully grasp the issue at hand, good maintenance technicians must ask the right questions in a way that both parties can understand. They may even provide the requester with clear instructions for resolving the issue. At times, maintenance technicians may also provide verbal status updates to requesters. It is important that requesters know what is going on.

Maintenance technicians rely on an assortment of maintenance documentation to inform repairs. To ensure efficient and high-quality results, technicians must be able to accurately read and comprehend user manuals, owner’s guides, schematics, and other maintenance documentation. Good maintenance technicians also create detailed, accurate maintenance records and update existing documentation when necessary.

Basic Computer Skills

In today’s world, it is essential that maintenance technicians have some degree of computer aptitude. Basic computer skills are required for day-to-day productivity, such as checking email and navigating supplier websites. Good maintenance technicians also need to be proficient in using the organization’s CMMS, whether it’s accessed from a desktop computer, tablet computer, or smartphone.

The Evolution of Maintenance Technician Qualifications

Like many roles, the expectations placed on maintenance technicians have evolved over time. Being a good maintenance technician today requires a wider range of skills than ever before.

For example, expectations of basic computing skills have increased with the prevalence of mobile devices in our daily lives. Whereas in years past technicians were tethered to a permanent workstation, mobile CMMS allows work orders and other maintenance documentation to be accessed within apps or via web browsers.

The digitization of assets has also changed the maintenance industry. Machines have become “smarter” and are able to self-report errors and malfunctions. Troubleshooting is commonly based on integrated computers that display fault codes.

To keep pace with changing maintenance demands, organizations place increased educational expectations on prospective candidates. Today, employers prefer that maintenance technicians have a Bachelor’s degree in a valid technical field or an Associate degree with two years of experience. They tend to favor technicians with an advanced diploma, specialized on-site training, extensive work experience, or multiple certifications.

Empower Your Maintenance Technicians with FTMaintenance Select

FTMaintenance Select is a powerful CMMS platform that empowers good maintenance technicians to perform their best. It provides an easy-to-use system for documenting, tracking, and managing maintenance work orders. Putting all maintenance data in one place, FTMaintenance Select makes it easy to access up-to-date, accurate maintenance data that leads to efficient, effective, and high-quality maintenance work. Schedule a demo today to take your maintenance team from good to great.