Mobile devices enhance asset management work in significant ways, both positive and negative. This summary draws on experiences and makes recommendations to deliver an effective implementation project.

Positive Impacts

Improved Communication & Coordination

• Mobile-friendly platforms in the Maximo Application Suite including Naviam products such as Opqo allow real-time updates between workers and supervisors even across dispersed job sites. This reduces delays and fosters collaboration.  

• Workers may form “ad hoc mobile communities of practice,” sharing tips and local knowledge (e.g., traffic conditions) that improve efficiency.  

Access to Information & Training

• Mobile apps deliver the latest information and safety guidelines, training videos, and task instructions directly to workers, reducing reliance on paper manuals and in-person sessions.  

• Learning Management Systems (LMS) and video training tools help upskill workers without disrupting operations.  

Operational Efficiency

• Mobile workforce management tools streamline scheduling, route optimization, and time tracking for field workers, cutting administrative overhead and improving customer service, when Service Level Agreements include penalties for poor performance.

• Mobile-enabled systems enhance safety and productivity by monitoring equipment and environmental conditions in real time.  

Employee Engagement

• Digital surveys and feedback tools accessible via smartphones make it easier for workers to share concerns and feel included in company culture.

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Negative Impacts

Distraction & Productivity Loss

• Smartphones and tablets can lead to frequent interruptions, fragmented attention, and reduced efficiency. Studies show it can take up to 25 minutes to regain focus after a distraction. No one wants their boss calling them every half an hour for an update on progress.

• Excessive personal use during work hours can erode productivity and quality of work.  

Safety Risks

• Distraction from phones during critical tasks increases the risk of accidents (e.g., slips, trips, falls, or machinery mishandling).  

• Some employers impose bans on the use of mobile devices to prevent accidents, but this can backfire during emergencies when phones are needed for alerts or rescue coordination.  

Work-Life Balance & Stress

• Constant connectivity blurs boundaries between work and personal life, leading to stress and burnout.

Privacy & Security Concerns

• Bring Your Own Device (BYOD) policies raise risks of data breaches if devices aren’t properly secured.

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Personal Experience and Observations

While mobile devices are integral to technician work environments, transforming communication, training, and operational efficiency, their use also introduces practical challenges to the success of the implementation.

Change Management and Support

Given the amount of effort it takes to introduce mobile technology to a workforce, there are many pitfalls along the way. The value of a change management plan and post go-live support to the technicians, their leaders, and other stakeholders is invaluable. Please include these steps in planning for the project.

Select the Right Device - Phone or Tablet?

With so many devices on the market, the choice of phone or tablet can be a costly decision, when the peripherals are considered. Phones can fit in a pocket, tablets having larger screens provide more visible space to read and enter data but need to be carried and, when added to a large bunch of keys and a toolbox, add another item for the technicians to take with them.
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Protecting the devices from scratches and drops leads to additional costs for screen protectors and protective covers.
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Weather has a great effect on a device's usability. It may not be easy to address, but forewarning helps. Extreme temperatures will cause devices to shut down until they are back in their operating range. You can even buy gloves now with fingertips designed for device use in extreme cold weather.
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Direct sunlight and snow and rain make viewing the screens difficult when using out of doors.
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Intrinsic safety is a large consideration when working in live electrical areas, so if you work in these areas, the right device or device protection must be considered.

GPS Accuracy

One team tried to use their device to add electrical panel assets to their GPS, only to discover some of them were in people’s kitchens nearby. Device manufacturers quote accuracy up to 10 to 15 meters, so check this if GPS accuracy is important. As a clue, check the “Find My Friend’ app, and see how often it pinpoints your fields well.

Device Security & Operating Systems

How often will a technician update their devices operating system to ensure up to date security? Also ask at what point will the mobile application become out of sync with the OS release.

Cost of Device Replacement & Carrier Costs

How often will a device be replaced, and how many get broken during their lifetime? What deal have you set up with your preferred carrier? The more mobile technicians, the more data needed. Do you have a company wide mobile agreement? '

Include Technicians in the Design of the Mobile Functionality

Since they must use it, their feedback is proven Invaluable. Consider the data fields being shared from Maximo to a mobile device and the sequence of data access and reporting. When a form is designed, remember that ticking boxes on a piece of paper in any order does not translate to a usable digital form. Adding data to forms does take a bit more time that writing on paper. And don’t forget the voice-to-text options. Devices are quick at adapting to users accents and languages.

Efficiency

At some time, the technicians will have to account for travel between their work sites. Consider what wasted time you could save if there was no need to visit the depot or workshop daily.
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One organization with five depots discovered that 6^th depot would add value to their SLA response times and restructured to support this initiative. They even reassigned the team members to work from the depot closest to their home to reduce fatigue.

Provide Training

If mobility is new to your organization, expect to spend ample time training and coaching. The more you provide early, the sooner the technicians become power users. Consider creating local experts as go-to persons when the technicians are struggling.
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One hour of training for the whole team will inform them of the basics, but it will not help each technician master the new system and is exacerbated by distance if they are remote from a local or main office.

Leverage Mobile Workforce Management Tools

Maximo is supplied with very powerful work planning and scheduling applications, which must also be adjusted to support this new way of working. A technician will receive their work orders based on your selected criteria for each day. Don’t flood them with too many. Consider how you will include the requirement to change an assignment when an emergency occurs, or when technicians are dispatched to a new job and return to their original day’s work later.

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General Recommendations

Implement Clear Usage Policies

Define acceptable device use during work hours as well as emergency protocols.

Provide Training on Safe Device Use

Educate workers on minimizing distractions and using apps responsibly.

Mobile Workforce Management Tooling

Mobility saves on paper usage; however, mobility is still only one activity in a lengthy sequence of work-related activities. Consider the impact of mobility on the process as a whole.

Ensure Data Security

Apply strong BYOD policies and mobile device management (MDM) solutions.

Promote Work-Life Balance

Limit after-hours communication and encourage digital well-being practices.

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Key Takeaways

• Mobile devices empower technicians by improving communication, safety, and access to resources.

• However, they also introduce distraction, safety hazards, and stress, requiring clear usage policies and training.

• The future trend is toward integrated mobile platforms that balance productivity with safety and well-being.

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Mobile devices are powerful tools for technical workers, but their benefits depend on structured policies, processes, strong data, and training. Employers who balance technology adoption with safety and well-being will see improved productivity and engagement.

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