1. Management tips, for successful implementation of your maintenance system

Get “buy-in” from your staff

Any kind of maintenance-management system, whether paper-based or computer-based, will work much less efficiently if people won’t engage with it.  If people won’t give you the data you need, the system won’t work.  To get your colleagues to “buy-in”, you need to:

1)      First of all, find out what annoys and frustrates them most about your current asset-management arrangements.  Typical issues for employees are things like:

• “I can never find the machine I need, when I need it”.
• “I drag the machine I need all the way to the other side of our facility, only to find that it’s not working”.
• “I’ve told my supervisor umpteen times that the brakes on this thing don’t work, but our engineers still haven’t done anything about it”.

2)      Then, let them know how the new system can help to “solve” these issues, so long as they are willing to play-nice!  They will need to put information into the system (either directly, or by handing you updates on paper), if they’re going to expect to get data out of it.  For example:

• It will be able to track the location of all your assets.  This means your staff will need to log each time they move an asset.
• By adopting a tagging system, your staff will be able to tell at a glance whether any of your assets are working, or otherwise.  This of course, means they will need to attach tags, after they’ve finished using an asset.
• Each time one of your colleagues raises an alert within “ToolFleet”, to indicate that something’s not working properly, this appears on a prioritised list, and will help your engineers to schedule repairs.  However it is important that your colleagues allocate sensible target-dates and importance, or the list will not prioritise the really important things.

3)      Most important of all, if your staff are going to be confident using your system, they’ll need sufficient support and training.

• Thankfully, ToolFleet is quite easy to use, so staff training should not take very long.
• There’s a brief online guide for new users, which we strongly recommend everyone reads.  All you need to do is send them the link, ask them to read it.  Make sure you’ve also sent them their login details (if applicable), and that they’re encouraged to have a go at exploring your system.  The best way of learning is doing!  Ask them if they have any questions when they’re finished.
• You will almost certainly need to follow-up with your own “toolbox talks” and suchlike, on an ongoing basis, to encourage your colleagues to keep engaging effectively with the system.  We suggest keeping these brief and simple.  An occasional text-message reminder of a topic can be all that’s needed.  For example, “Tagging allows you to easily identify which tools are safe to use. Remember to tag plant after use.”

Successful managers delegate effectively

Designate someone to be overall responsible for the administration of your maintenance system.  In other words, put someone in charge of ToolFleet!

This does not necessarily have to be an engineer, it could readily be one of your office staff.

They should be able to:

• Communicate with your colleagues and suppliers in response to maintenance issues.
• Top-up your ToolFleet account with “credit” every now again.
• Input data off any paper forms that get handed-in (from field staff without smartphones).
• Co-ordinate engagement with your staff, for example, deliver “toolbox talks” and other staff training.

Consider seeking professional safety advice

Note that the director or manager of an organisation has ultimate responsibility for safety. ToolFleet can help your organisation work safely, and we have provided a good deal of advice and guidance on this website. However, it is very important to bear in mind that we are NOT safety advisors. As stated in our terms and conditions, you take our advice at your own risk!  We cannot be held responsible if things go horribly wrong.  So, we suggest that you consider employing the services of a qualified safety consultant, to help and advise you, whilst you’re setting up your systems.

Next>>>

1. Management tips, for successful implementation of your maintenance system.
2. Set up new users’ accounts.
3. Upload your logo.
4. Give all your assets a unique ID.
5. Setting up ‘categories’.
6. Add your assets individually, or upload multiple assets in a batch.
7. Set up your inspection and service intervals for each different model.
8. Fit hour-meters to any assets that don’t have them.
9. Times when you might want to make use of paper forms, instead of keying data in directly.
10. Admin tips.