If your company has its own maintenance department in-house or regularly works with contractors to complete necessary maintenance, the last thing you want is for requests for repairs to get lost in the shuffle. Unfortunately, this is exactly what can happen when your work order management is lacking. By switching over from outdated methods to comprehensive work order management software, you’ll increase control, improve communications, and amp up efficiency.
But before you’re able to determine what kind of work order management software you need, you’ll need to understand the basics. Knowing exactly what goes into a work order and why it’s necessary will help you to make the right decisions moving forward. That way, you’ll know how to organize a maintenance department within your company while utilizing the best available technology and ensure that both workers and customers are satisfied.
What Is a Work Order?
First, let’s discuss what a work order actually is. Essentially, a work order is a job or a task involving repairs or maintenance that can be authorized, assigned, and completed. Generating a work order can provide information about a particular problem or installation that needs to be addressed or performed. Work orders will usually include details about the job in question so that maintenance personnel can complete the work correctly. These orders will also allocate resources and tools required to perform the task, along with a means of documenting the labor and materials needed. A work order will typically contain information about the individuals who request, authorize, and perform the work, as well as the location of the task and the completion date.
What Is Work Order Management?
Work order management involves the processing of those aforementioned work orders. To ensure efficient work order management, these orders must be processed in a prompt and accurate fashion. This isn’t actually as simple as it sounds if a company relies on outdated methods for creating and dispensing work orders. Traditionally, work orders were created manually and kept as paper records. It’s all too easy for these work orders to be misplaced or to be subjected to human error, which can make it nearly impossible for businesses to prioritize necessary maintenance and repairs in a timely manner. And if your work order management is lacking, this can eventually harm your brand’s reputation and ability to fulfill your responsibilities to customers.
On the other end of the spectrum, companies that invest in more modern methods for work order management can reap the benefits. As digital technology has evolved and our reliance upon it has increased, new platforms have emerged to ensure accurate record-keeping. Work order management software can allow organizations to track and manage customer and order information through a centralized dashboard system, making this process far simpler and more precise than ever before. By understanding your need for improved work order management and utilizing software that can take your ability to monitor and complete those tasks more efficiently, your entire business will be able to thrive.
How Can Work Order Management Software Streamline Operations?
As mentioned above, taking full advantage of work order management software can allow your company to increase efficiency and knowledge. But how does work order software work?
Essentially, work order management software (sometimes called computerized maintenance management software, or CMMS) automates work order processes and allows managers access to necessary information housed in one centralized, digital location. These systems can handle the creation, processing, and prioritization of work orders; track downtime and warranties; check and assign resources; provide safety information and other details required for a given job; track work orders in real time; and manage inventory, among other aspects of a given job.
With work order management software, your company can eliminate its dependence on wasteful (and often unnecessary) paperwork and embrace more technologically advanced techniques. What’s more, your staff will be able to access the parts and equipment they need to perform a given job in a shorter time frame by reducing downtime and delays. Since work orders won’t fall through the cracks, you can ensure that your business will always company with industry standards and that safety will always be a priority. You’ll even be able to stay one step ahead of the game by gaining more information about preventative maintenance that needs to be performed before any issues are ever reported. Ultimately, that means this one system can turn your business into a well-oiled machine that works the way it should, rather than having to play a continuous game of catch-up.
Can Your Company Benefit From Work Order Management Software?
In most cases, the answer will be a resounding “yes.” But if you’re on the fence and are wondering whether this type of software is necessary for your business, you might want to take an honest assessment of how you currently handle work orders. Regardless of size or industry, most businesses have trouble managing work orders effectively without stress, confusion, or delays when they rely on a manual system. Even if you’re a meticulous record-keeper, this process is still highly inefficient. Having to rely on antiquated methods will keep your business from competing in the digital age and will end up causing frustration for managers, workers, and customers.
Certainly, paper work orders will contain much of the same information as the ones listed in your software system. The real difference lies in your increased ability to keep track of these work orders and ensure they are performed as directed. If a worker doesn’t have access to the tools they need to do a job, a work order might easily be pushed back — and managers might not know why until a significant amount of time has passed. Alternatively, a less pressing job might be prioritized over an urgent one as a result of paperwork mix-ups or even who authorizes the task to be done. By having all necessary information in one accessible place and receiving updates in real time, you’ll gain control over your operations in a whole new way and will be able to spot and prevent inefficiencies like never before.
If you’re able to admit that your current means of work order management could stand some improvement, you’re in a great place to embrace a better solution. Work order management software can provide the increased regulation and communication your business needs to succeed in our tech-driven world.
Ready to learn more? Schedule a demo of our work order management software today.