5 Tips for Successfully Transitioning from Paper to a CMMS

Switching from paper and spreadsheets to a computerized maintenance management system (CMMS) can feel daunting, especially for manufacturers with an aging workforce or those unfamiliar with technology. However, with the right approach, this transition can significantly improve operations by streamlining workflows, reducing energy expenses, and providing real-time access to essential reporting metrics. 

Here are five key tips for a smooth CMMS implementation: 

1. Build your implementation team 

When moving from paper to a CMMS, form a small, dedicated team of two to three people to oversee the transition. Typically, a maintenance manager or operations executive leads the team, ensuring consistency in how data is collected, entered, and processed.  

Defining workflows—such as how to route work orders or what equipment data to input—will streamline operations and set up the system for success. 

2. Prepare your data 

A CMMS relies heavily on accurate, detailed data. Often, this information is already stored in spreadsheets or production systems. Start by identifying which data is accessible and define a baseline for what needs to be collected.  

While perfection isn’t necessary at the outset, focus on key equipment information such as machine types and basic specifications. As the system is used, additional details can be added gradually. 

3. Assess your team’s tech readiness 

Consider the technology comfort level of your team using the CMMS. While younger technicians are often tech-savvy, others may need basic training in using tablets, PCs, and browsers. Research from the 2025 State of U.S. Asset & Facilities Management report shows that insufficient training for staff is among the most common challenges that can impact a new CMMS implementation.  

Offering introductory technology training or pairing tech-savvy team members with those less familiar with digital tools will help ensure everyone is comfortable using the new system. 

4. Document your trainings 

Ensuring that your entire maintenance team understands how to use the CMMS effectively is an ongoing process. Consistent training across all levels, from technicians to managers, is critical for ensuring data quality.  

Create step-by-step guides and visual aids for workstations to help ease the transition. These resources can include instructions on how to fill out work orders, track labor, or assign failure codes. Clear guidelines will reinforce uniformity and build confidence in the new system. 

5. Make things easy 

One of the key benefits of a CMMS is the ability to use industry-standard equipment and maintenance codes that make identifying problems easier for your technicians.  

Start with a small set of essential codes (10 to 15) that can be expanded over time. Common failure codes like Accidental Damage, Misalignment, or Improper Installation will help track performance trends and improve preventive maintenance efforts. Consistent use of these codes can provide quick – and valuable – insights into equipment health to save time and help prioritize repairs. 

Conclusion 

Transitioning to a CMMS might seem challenging, but a well-planned approach can simplify the process and streamline your maintenance operations altogether. With better data management and real-time reporting, you can improve equipment uptime, reduce costs, and make more data-driven decisions to boost productivity. 

Still trying to determine which CMMS you want to switch to? We’ve got you covered. Check out this recent blog on how to evaluate a CMMS beyond its cost.  

Or download this free guide for 5 questions to ask when choosing your new CMMS.