The answer to this question differs for every organization, but most have one issue in particular that\u2019s pushed them \u201cover the edge\u201d to begin their search. Their original system (whether computer- or paper-based) is failing to meet their needs, and they can no longer feasibly sustain operations using it.<\/p>\n
Typically, the limiting factor is a single key function their old system isn\u2019t performing well. We call this a \u201cprimary pain point.\u201d<\/p>\n
Of course, there may be more than one pain point\u2014especially with older systems\u2014but determining your top one, two, or three will help focus your selection process, and ensure you communicate your needs to potential vendors. Ultimately, it\u2019ll get you the software that best heals your pain.<\/p>\n
Pain points tend to fall into 4 categories: Functional, Technological, Organizational, and Scalability.<\/p>\n
Functional:<\/strong> A functional pain point occurs when an existing system isn\u2019t delivering on a core maintenance-related function. It could be work order management or preventive maintenance (PM) scheduling. It might be vendor management, detailed reporting, or inventory control. Sometimes it\u2019s service request management and tracking. Whatever it is, the existing system isn\u2019t doing it well.<\/p>\n Often, we see this when organizations try to use other computer applications to perform the work of a CMMS\/EAM solution. It\u2019s like trying to drive a nail with a screwdriver. You might be able to do it, but the right tool would make the job a lot easier.<\/p>\n If your primary pain point is functional, you probably recognize it already. It impacts your job every day and impedes your ability to perform or track basic maintenance functions.<\/p>\n Technological:<\/strong> A technological pain point occurs when the system you\u2019re currently using is no longer a match for the way you need to conduct the management, execution, and tracking of maintenance. The shoe no longer fits, as it were. As Internet technologies continue their rapid advance, so too do the expectations of senior management teams in organizations everywhere. The pace of business often seems to be forging ahead without consideration for the time it takes us to maintain the critical infrastructure that drives it.<\/p>\n You may find you\u2019re being asked to\u2026<\/p>\n Clearly, you\u2019ll never be able to satisfy these requests with paper-based systems. And homegrown systems based on Excel spreadsheets or Access databases just won\u2019t cut it. Even earlier-generation CMMS and EAM applications fall far short of most contemporary requirements.<\/p>\n Fortunately, modern maintenance management software is keeping up with the pace of change. Do you need real-time work order updates from your technicians with smartphones in the field? Do you need detailed, easily customizable reports for your boss? Do you need to extend maintenance software access to a team spread across the state\u2014or across the globe?<\/p>\n These are all perfectly reasonable\u2014and easily attainable\u2014goals. Give some thought to what your technological pain points are, and do your best to clearly articulate them to potential vendors. Leading CMMS\/EAM vendors should easily be able to meet your requirements.<\/p>\n Organizational:<\/strong> Sometimes a pain point isn\u2019t driven by a need that\u2019s readily apparent to the maintenance manager. The need or expectation originates elsewhere in the organization, but the fulfillment of that need falls to the maintenance manager\u2014and his maintenance management software. Organizational pain points aren\u2019t defined in the traditional sense as causing direct pain. Instead, organizational pain \u201crolls downhill\u201d to you from elsewhere in the company.<\/p>\n Organizational pain points may be driven by a corporate merger or acquisition. They may arise from new regulations or compliance requirements. They may result from a corporate \u201creorg,\u201d or the hiring of a new senior manager. Regardless of where they come from, you\u2019re likely to learn about them from your boss. Typically, they come down as a mandate: \u201cFind me new maintenance software that meets these requirements.\u201d<\/p>\n When you\u2019re able to recognize an organizational pain point, do your best to learn what\u2019s driving your boss\u2019s request. Probe a bit and see if you can uncover the source of the requirements. The more you understand about the real pain point, the better you\u2019ll be able to communicate it to potential vendors\u2014and the better you\u2019ll be able to heal your boss\u2019s pain.<\/p>\n Scalability:<\/strong> Scalability is the capacity to grow as an organization grows. It\u2019s typically tied to organizational and technological changes. Maybe changes in an organization are driving growth in business and employee headcount. Maybe better network connections are increasing the ability of a company to work across multiple geographies. Maybe an expanded facilities footprint is drastically increasing the number of service requests.<\/p>\n A scalability pain point occurs when your existing systems aren\u2019t able to adapt to the increased scale of the operation. You might be tempted to argue that a scalability pain point is the same as an organizational or technological one. To some extent, you\u2019d be right.<\/p>\n However, if growth in the number of locations, employees, or service requesters is the key driver of your pain, it\u2019s important to call that out. It\u2019ll help potential software vendors understand your situation better and provide alternatives better suited to your rapidly expanding operation.<\/p>\n Before you begin talking to maintenance software vendors, capture your pain on paper. Brainstorm a list of your top three pain points in clear and concise bullets. You might start by writing down as many as you can think of. Then do your best to whittle the longer list down to no more than three. Focus is key. While your broader list of requirements is important, if you don\u2019t fix what\u2019s causing you the most pain, the rest will never matter.<\/p>\n Once you\u2019ve bulleted out your top three pain points, you\u2019ll be able to articulate clearly to vendors the functions and features important to you. The exercise of documenting and naming your pain points will focus your discussion with sales reps and get you the information most relevant to your needs. You\u2019ll be able to draw meaningful comparisons between vendors on the software capabilities that matter most for your organization\u2014and you\u2019ll choose the solution that does the best job of healing your pain.<\/p>\n","protected":false},"featured_media":6533,"template":"","meta":{"content-type":""},"topic":[29,32,38],"resource_type":[47],"class_list":["post-2181","resource","type-resource","status-publish","has-post-thumbnail","hentry","topic-analyzing-your-requirements","topic-finding-the-right-solution","topic-understanding-your-needs","resource_type-short-articles"],"yoast_head":"\n\n
Capture Your Pain\u2014and Use It!<\/h2>\n