Implementing a New CMMS Software

Implementing a new mechanical shop maintenance software

When you are selecting a new CMMS software, make sure to ask the supplier about the process of the implementation. Implementing a new software is an ongoing, multi-step process that requires commitment from all parties involved. It is at this stage that you will see if the chosen solution meets your expectations and if it will bring you a return on investment.

In this video, Justin Watson, one of our experts explains the importance of proper implementation of heavy truck fleet maintenance management software.

Here Are 4 Main Criteria to Consider When Choosing a New CMMS Software:

Criteria #1: Needs Assessment

Has the supplier taken the time to assess your needs ? In order to facilitate integration with your team, it is important that the supplier of your new CMMS software takes the time to properly assess your needs. Because every fleet is different and every business operates differently, the software should meet your reality. A quick tip: help your software supplier by setting clear goals for each department that will use the software.

Here are some examples of relevant objectives that could correspond to your reality:

  1. Reduce the time your mechanics spend at the computer;
  2. Reduce costs related to fleet maintenance;
  3. Increase productivity by automating your processes;
  4. Increase efficiency by connecting the ecosystem in place with your new maintenance software;
  5. Optimize inventory parts management.

Criteria #2: Project Management Champion Assignment


Before starting the process of implementing your new fleet management software, make sure to identify a project manager in your team that will be in charge of establishing the communication between your company and the CMMS software provider. This person will have to assess the workload, communicate the comments or needs of the different people involved. As the project manager, they are going to be the main point of contact in case of problems related to the implementation of the software. Make sure to choose someone who will be present in your mechanical workshop and can communicates easily with other departments.

With the Supplier

The key to a successful implementation is having an expert who understands your reality and takes care of properly implementing the software based on the processes you already have in place. Every company operates differently, so it is essential to have a project manager who understands your reality and who will help you organize the software to fit your needs. Implementing a software can take a lot of time. Manipulating the data and then importing it into a new solution can be a real nightmare when you are not an expert in the field. By having a project manager by your side, you ensure a minimum of effort, a faster implementation, and you improve your chances of having a hassle-free implementation.

Criteria #3: Integration With Your Existing Ecosystem

A good heavy vehicle maintenance software should be able to integrate with your existing systems. Having different systems or processes in place can be pure chaos. You want the information to be centralized and the software to communicate with each other. That’s why it’s important to have your software connected to each other and to develop a standard, both for system use and maintenance practices.

Criteria #4: Customer Service

During the first year of using the software, you’re going to have a lot of questions and will need your software provider to be available at any time. Like any new learning and any new knowledge, it is important to be supported and supervised by an expert. Make sure to choose a software provider that will pick up the phone to answer your questions in real time instead of using a ticketing system.


All of these elements are essential for a good implementation of your CMMS software, because just like every new system, if the integration doesn’t meet your expectations, your employees will not use your new software and you won’t save time or money.

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