Optimizing Maintenance Teams in a Technician Shortage Era

Tom Hamm

Alright, welcome back to CMMS Edge: The Smart Maintenance Playbook. I’m Tom Hamm, and with me are Jon and Chris Mangerich. Gentlemen, it’s good to see you. Today we’re digging into a topic that's, honestly, on every maintenance manager’s mind in 2025: where have all the technicians gone?

Unknown Speaker

Yeah, Tom, it’s wild. You know, back in the day, you put out a job posting for a maintenance tech and you’d get a stack of qualified folks. Now… I mean, there’s just not enough people, especially skilled trades, to fill all these open roles. Sometimes I think—are we losing that next generation of hands-on folks to, I don’t know, desk jobs or tech?

Chris Mangerich

It does feel that way. And it’s not just a single industry, either. We see it across transportation, manufacturing, city maintenance—pretty much everywhere you look, there’s a gap. Unfilled roles lead to some tough choices: do you overwork your current team, or do you let some stuff slide and risk breakdowns or compliance trouble?

Tom Hamm

Let me jump in there with something I saw recently down in Mexico—I spend a good bit of time with the community there. There was a whole hospital, I think, relying on two maintenance guys to keep everything going, from the generators to the AC. They had to get… creative. There was no choice. Folks get resourceful real quick when the labor just isn’t there. Actually, I think that spirit—adapting with what you have—is starting to show up everywhere now because, well, it has to.

Unknown Speaker

You’re right, Tom. The consequences hit hard and fast in these situations. Like, you see it in transportation fleets waiting on maintenance, or schools pushing off work orders. And it’s not just minor stuff—sometimes it turns into real dollars lost or safety at risk.

Chris Mangerich

And it puts a ton of stress on those who are left holding things together. We’ve talked about this in prior episodes—a single point of failure can bring down the whole operation. If we don’t have good systems or tools, burnout just gets worse, and the gaps grow even larger.

Tom Hamm

Right, so if “throw more people at it” isn’t an option, how do we help teams run lean but smart? That takes us right to today’s real focus: optimizing through technology.

Unknown Speaker

So, CMMS—Computerized Maintenance Management Systems, yeah? I mean, it’s basically the backbone the techs lean on now. With our MPETNextGen, what you get is work order automation, asset histories, and the part I like best—being able to pull it up right from your mobile while in the field. Kinda makes a team of three feel like a team of ten, doesn’t it?

Chris Mangerich

Exactly, Jon. One thing I’ve seen is a transportation company—just a handful of hands, but a huge fleet—using the software to automate and organize everything. Work comes in, it’s tracked, nothing falls through the cracks, and priorities update in real time. Without that, they’d be chasing fires all day, not actually getting ahead.

Tom Hamm

Honestly, I can say after forty years, I watch these systems cut out so much of the busywork—dispatching, lost paperwork, repetitive calls. It frees up the crew to fix actual problems and not just hunt for job tickets. When you get right down to it, it’s about making the people you have more effective. There’s no magic—but the right tool sure does change the odds.

Unknown Speaker

Here’s something that comes up at my church property team—big campus, only a couple key volunteers. If we didn’t have our task tracking organized? Forget about it, things would slip. With a CMMS, we divvy it up, see what’s urgent, and just… keep things humming. It isn’t fancy, but it’s night and day compared to sticky notes and texts.

Chris Mangerich

And it’s not just about the tech, really. Like we said before, you combine simple, mobile tools with team buy-in and you suddenly have time for the important stuff—preventive work, compliance, stuff people usually let slide when they’re overwhelmed.

Tom Hamm

Exactly, Chris. And—just like we touched on in that audit-readiness episode—a digital log and job tracking isn’t only nice to have, it’s the lifeline for staying ahead now that you can’t rely on headcount alone.

Chris Mangerich

Alright, so let’s get practical. Suppose you’re staring down a hiring freeze or just can’t find folks. First step? Onboarding with real support. I don’t mean sending someone an instruction manual. At Four Winds, we walk through every click with the team, especially with new hires. It’s not just about knowing the tool—it’s about showing them, hands-on, how it fits into their flow.

Tom Hamm

Right, and scaling’s huge. You start small, get the basics running, then dial in automations or custom fields as you see where the bottlenecks are. Manufacturers we work with have seen real gains by automating recurring tasks—they keep production moving even when techs are stretched thin. I’ve seen mining outfits use compliance modules so a skeleton crew can pass inspections without working twelve-hour days. It’s—well, it’s that customizable piece that’s the difference maker.

Unknown Speaker

And you can’t overlook burnout. A good CMMS spreads the load, sets realistic goals, and actually shows progress. Volunteers or new folks—I mean, I always mix this up, Chris, but you’ve got high schoolers on your teams?—they can get up to speed because the system walks ‘em right through what’s next. I’ve seen that work first hand. The tech is really just a way to help people do their best.

Chris Mangerich

Exactly, Jon. I’ve shown middle schoolers—kids who’ve never used a wrench in their life—how to follow mobile-friendly checklists. After a few training sessions, they’re knocking out simple tasks and logging them right. That’s the same principle in a business. You get clear, visual assignments, track progress, and even staff with limited experience can step in and contribute reliably.

Tom Hamm

It’s just like we’ve always said—maintenance should work for you, not against you. And even when you’re short on techs, a smart CMMS lets you amplify the talent and resources you’ve got.

Unknown Speaker

And hey, if there’s one thing we keep learning, it’s that the right partnership matters as much as the tech. This isn’t about one-size-fits-all. You gotta tailor things your way.

Chris Mangerich

Alright—looks like we’re about out of time for today, fellas. Thanks again for tuning in to CMMS Edge. We’re gonna keep tackling these tough problems together, so don’t miss the next one.

Tom Hamm

Thanks, Jon, thanks Chris—and thanks to everyone out there doing the hard work. We’ll see you all next time.

Unknown Speaker

See ya, folks. Don’t let the work orders pile up!

Chris Mangerich

Take care, everyone. Until next time!