Winning IT’s Support: A Practical Guide for Operations Teams

For many manufacturers, there’s a familiar tension between two teams that ultimately want the same thing.

On one side, operations teams keep equipment running, production flowing, and safety top of mind. They see firsthand where inefficiencies live—how much time gets lost printing work orders, chasing parts, or manually updating spreadsheets.

On the other side, IT and CIOs are tasked with protecting the enterprise: ensuring system security, standardization, and cost control. When operations requests new tools, IT often replies: “We already have that in our ERP.”

That answer makes sense, IT’s job is to manage risk and avoid redundancy. But ERPs weren’t built for the realities of the shop floor.

This guide bridges that gap with what IT and CIOs care about most, and how operations can prepare to make their case for modern, connected maintenance tools.

System consolidation and security

What CIOs and IT need

IT’s north star is control and consistency. They’re measured on keeping systems unified, data secure, and processes auditable. Every new application represents risk and complexity—another system to manage, patch, or secure.

They want to know that any new tool will:

• Integrate cleanly with existing systems.
• Maintain enterprise-grade security (SOC 2, ISO 27001, SSO, MFA, RBAC).
• Reduce complexity rather than create it.
• Keep ERP data intact as the single source of truth.
  

As one manufacturing CIO put it, “My job isn’t to stop innovation. It’s to make sure we don’t create a mess we’ll spend three years untangling.”

How operations should prepare

Reframe the conversation. You’re not replacing the ERP; you’re extending it with a system designed for daily work execution.

Here’s how to prepare:

• Map how your existing tools and processes interact with the ERP today, identifying  where data breaks down or fails to make it back to the system of record.
• Be transparent about what your team is experiencing: limited mobile access that forces technicians to leave the floor, and critical work orders that still live on paper.
• Share examples: a missed PM because it wasn’t entered in time, or productivity lost when your ERP expert went on vacation.
• Use language that resonates with IT: integration, governance, and security.
• Include IT early in vendor discussions to show collaboration is part of your plan.
  

Cost control and ROI

What CIOs and IT need

CIOs are responsible for ensuring that every platform earns its keep. They value system efficiency, total cost of ownership, and avoiding software sprawl.

They’ll ask:

• “What’s the ROI and when will we see it?”
• “How much ongoing support will this require?”
• “How does this fit into our broader digital strategy?”
  

They’re not opposed to innovation. They just need to justify it to finance and the board.

How operations should prepare

Translate frontline pain into enterprise impact.

• Quantify inefficiencies: hours lost printing work orders, re-entering data, or chasing approvals.
• Measure adoption: how many techs actually use the ERP and why others don’t.
• Show productivity potential: technicians can learn modern tools in hours, not weeks.
• Frame ROI around risk reduction: fewer errors, cleaner data, less downtime.
• Start with a pilot: one site, one use case, measurable KPIs (MTTR, PM completion, or data accuracy).
  

Use data and stories to build your case. While numbers prove the problem, stories make it real.

Standardization vs. local flexibility

What CIOs and IT need

Manufacturers often wrestle with a fundamental question: How much should we standardize, and how much should we allow for local flexibility?

A CIO who oversees 27 manufacturing sites explained it this way: “Every plant thinks it’s unique. Without an enterprise-level OT leader, we end up with 27 different systems doing the same thing.”

Many CIOs know full standardization isn’t realistic. ERP systems work well in highly uniform operations but struggle when each plant has different products, processes, or levels of automation. The best strategy is a hybrid model: standardize the enterprise backbone (data, security, reporting) while allowing local teams to use purpose-built tools that integrate with it.

They want:

• Common data and workflow standards across locations.
• Clear governance for evaluating and approving technology.
• Consistent integrations to protect data integrity.
• Enough flexibility for plants to adapt to local needs.
  

The best CIOs look for a strong yet balanced foundation that ensures reliability and security, paired with flexibility that drives efficiency and adoption.

How operations should prepare

Help IT see where flexibility adds value. Document where your plant differs and why. Some exceptions exist for good reason (e.g., differences in team size, equipment age, regulations, or production methods). Show how selective flexibility can strengthen enterprise performance.

Your goal isn’t to fight standardization; it’s to help CIOs make the right exceptions if it leads to better adoption, higher data quality, or greater efficiency.

• Show how your proposed system standardizes digital processes. For example, using naming conventions, PM templates, and digital SOPs across sites. Emphasize how this actually improves data quality and reduces IT workload in the long run.
• Offer to partner with IT on shared governance. Propose an “OT steering group” that includes both IT and plant stakeholders to review system use, integrations, and more.
• Recognize incentive misalignment. Many plant managers are measured on their local P&L, which can drive short-term optimization and fragmented decisions.
• Navigate around it. Frame your proposal as a win for both sides. It’s a shared system that lowers total cost, improves visibility, and still helps plants hit their performance goals.

Integration and scalability

What CIOs and IT need

IT leaders care deeply about integration, and it’s commonly where projects succeed or fail. 

They’ll look for:

• API-driven connections to ERP, IoT, MES, or SCADA systems.
• Scalable architecture without heavy customization.
• Minimal burden on internal resources.
  

How operations should prepare

Show that you’ve thought beyond the pilot.

• Document how your system connects with existing platforms and fits within IT architecture.
• Demonstrate that it’s open, API-first, and designed to scale.
• Share examples of other manufacturers who integrated similar solutions to eliminate double entry or manual reconciliation.

When IT sees you’re thinking about the long game, they’ll see you as a partner.

Change management and adoption

What CIOs and IT need

Their biggest fear isn’t buying the wrong software—it’s low adoption. CIOs have seen too many initiatives fail because the frontline never used the new system.

They want proof that your plan includes:

• Defined roles and ownership.
• Realistic training and onboarding.
• Ongoing usage and performance tracking.
  

How operations should prepare

Prepare for adoption before you even start the conversation.

• Identify 2–3 frontline champions to pilot and train others.
• Create a simple rollout plan (setup to measurement) and share it with IT.
• Track adoption metrics (logins, completion rates, accuracy) and share quick wins like: “95% of PMs completed digitally within three weeks.”
  

When you can show the field actually wants to use the tool, you neutralize one of IT’s biggest objections.

Helping you build the case

Throughout this process, MaintainX partners with both operations and IT to make alignment easier.

• During security reviews: Our Trust Center, SOC 2 and ISO 27001 certifications, and detailed security documentation help IT validate compliance quickly.
• When building your ROI case: We provide anonymized benchmarks from similar manufacturers showing tangible improvements in downtime reduction, asset uptime, and technician productivity.
• As you define standards: MaintainX supports shared templates, naming conventions, and SOPs across plants, helping you drive consistency without sacrificing flexibility.
• During integration planning: Our open APIs and prebuilt connectors integrate seamlessly with ERP, IoT, SCADA, and MES systems, reducing IT workload and risk.
• As you roll out: We offer guided implementation, change-management resources, and adoption dashboards so IT can see progress in real time.

IT and operations are partners, not adversaries

The truth is, IT and operations are not at odds. They are partners with different priorities: IT protects the backbone. Operations keeps the lifeblood flowing.

When efficiency becomes the shared objective, both sides win. The real opportunity lies in extending the ERP with complementary tools that help each team deliver more value now and into the future.