Stop Blaming the Software: The Real Challenge in Work and Asset Management

 

Stop Blaming the Software: The Real Challenge in Work and Asset Management

In my many years working in the field of work and asset management, I’ve noticed a recurring and costly pattern.

Organizations struggle to realize the full value of their CMMS, grow frustrated, and ultimately decide the software must be the problem.

The beast of work and asset management always seems to have the upper hand, and many respond by searching for a magical weapon to defeat it—something like the Infinity Gauntlet or the legendary sword Excalibur.

They start looking for a silver bullet. And more often than not, that silver bullet takes the form of a new software platform.

💡 The Silver Bullet Illusion

It doesn’t seem to matter whether the current CMMS is an established industry leader or a niche, specialized platform.

If it’s older, it’s labeled as “outdated.”
If it’s smaller or more customized, it’s “not sophisticated enough.”

A quick search online reveals countless “next-generation” systems—sleek interfaces, polished demo videos, and smooth-talking sales pitches that promise to eliminate clicks and transform your operations overnight.

Those presentations are designed to make you believe this new platform will finally solve your problems.

And maybe you’ve even switched platforms before—perhaps more than once. You might have noticed a small improvement each time, which reinforces the belief that changing systems helps.

But the truth is, it’s not the software that’s improving your results.
It’s the process of re-examining your setup and doing a slightly better job implementing it each time.

Unfortunately, many of those implementations were underfunded, rushed, or avoided key design decisions in the name of meeting deadlines and budgets.

⚙️ The Real Issues Behind CMMS Frustration

Before you consider changing software again, ask yourself: What’s really not working?

The most common issues I see include:

  • Poorly defined or incomplete asset records

  • Confusing or inaccurate asset hierarchies

  • Ineffective planning and scheduling processes

  • Inconsistent labor assignment and resource management

  • Field technicians unable to locate assigned work orders

  • Weak or missing job plans and work instructions

  • Large, unmanaged work backlogs

  • Lack of QA/QC for completed work orders

  • Insufficient user training

  • No accountability for undocumented or incomplete work

These are process and management issues, not software issues.
And when those issues are left unresolved, they simply get imported into whatever new platform you buy.

🖱️ It’s Not About the Clicks

One of the most common complaints I hear is: “It takes too many clicks.”

Every CMMS—no matter how modern—requires users to:

  • Create and assign work orders

  • Schedule technicians

  • Review instructions

  • Record data, time, and materials

  • Close out completed work

All of that takes clicks.

The number of clicks depends on the amount of data you want to capture. If technicians struggle to find assets or create work orders, that’s usually because of poor data structure or incomplete hierarchies—not because of the software itself.

You could implement QR or barcodes to reduce navigation time, but most modern CMMS platforms already support that. The problem isn’t the capability—it’s the lack of investment in setup and process discipline.

🔍 The Hard Truth: Software Won’t Fix Process Failures

Before you spend another dollar on a new system, ask yourself:
Is the problem the software, or is it our implementation and organizational discipline?

Sales demos always look amazing—but slow down the video and look closely. They assume you already have:

  • Well-defined assets

  • A clear, navigable hierarchy

  • Properly assigned and scheduled work orders

  • Detailed job plans and instructions

These aren’t features—they’re foundations. And if those foundations weren’t built correctly in your current CMMS, they won’t magically appear in the next one.

🧱 Focus on Foundations, Not Shiny Tools

When organizations focus on fixing the fundamentals—cleaning up asset data, enforcing QA/QC, training users, and holding teams accountable—they often discover their current software is more than capable of delivering results.

The CMMS isn’t the monster.
More often, it’s a mirror—reflecting weaknesses in process, data quality, and leadership discipline.

The real “magic” isn’t found in a new platform. It’s found in the hard, necessary work of designing, implementing, and managing your system correctly.

And if, after addressing those fundamentals, you still believe a new platform will transform your operations—then reach out. I can connect you with a great team offering a solution fully compatible with my LeanWAM Principles approach to work and asset management.

Learn more about the LeanWAM approach at www.LeanWAM.com.

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