Work Order: Work Order Software

Published 30/01/2022

What is Work Order Software and Why is it Important?

Work order software is a program that allows managers to track maintenance work orders using a single dashboard and log, recieve, assign, update and track work order maintenance requests across a portfolio of buildings, sites, facilities or locations within. Employees use the work order system to generate and update their maintenance work orders automatically and keep track of the status of work orders logged. Contractors will receive work orders to action and can provide ETA's on when they are due to be completed or as they progress through the works through to tracking currently assigned jobs or flagging when the work is complete.

Commonly work order software has the following features:

- Seamless integration
- Reporting ability
- Instant notifications/messaging
- Customized dashboards
- Work order commenting
- Mobile app access
- Preventive maintenance
- Use friendly interface

Managing Work Orders And Work Requests

Here, we have discussed detailed steps for managing work orders.

1. Work request approval

A work/ service request is a digital document that illustrates how maintenance work should be done as reported by the customer. After the maintenance department receives the request, it is reviewed and determined whether it deserves maintenance. If the document provided testifies that a work order is needed, the order is approved. More detailed work requests are prioritized and turned to work orders by supervisors.

2. Creation and prioritization

The supervisor or maintenance staff accepts the request and turns it into a work order. The creation of the work order shows that the maintenance staff is aware of the location of the requesting party, the issue at hand, and they can afford the budget. The team prioritizes the requests depending on the urgency and criticality of the problem.

3. Assignment and execution

Work orders are assigned to teams that comprise technicians with different skills. Details of the job location, requesting client, and duration are handed to the team. The technical team receives the relevant tools for executing the job and proceeds to the job location. The maintenance staff tracks the progress to ensure the allocated time is utilized and the work is done according to the customer's expectations.

4. Documentation

The technical team documents the results, time spent, tools used, and challenges faced during execution. Accurate information helps the maintenance staff to reference, track progress, and identify parts that require improvements.

5. Closure

The work order is closed when all tasks have been executed and the client is satisfied with the results. The technicians start working on other unattended work orders.

6. Analysis

All work orders that have been successfully executed are stored separately from the open work orders. The documentation stage gives all relevant information that aids in tracking key performance indicators.

Importance Of Work Order Software

- Accuracy

The use of GPS for check-in/check-out enhances accuracy and reduces misunderstandings during payment. The staff can track progress and plan for other work orders since they can predict when certain work orders will be completed.

- Increase efficiency

Proposals are received, worked on time by the management, and responses are given to clients. The technical team receives important updates on time and provides feedback on the progress. All activities are done in real-time.

- Payment is made on time.

Electronic money transfer has provided an easy and faster payment method, thus establishing work order software; payment is made as soon as the work is completed. Furthermore, the management can track payment documents.

Automating order workflows within the organization enhances the efficient and effective execution of duties. Work order software provides a powerful platform for automating work orders. Work order workflows comprise procedures and tasks that are executed one after the other.

Work Order Workflow

Work Order workflows vary depending on the industry, the specific workplace and even the nature of works. But commonly, it will be a multi stage workflow starting with logging a work request. From there it is reviewed and assigned to one or more contractors to action becoming a work order. Updates will come through including an ETA on completion of works. If everything is finalised, the work order can then be closed and moves to the closed work order registry.

Sample Work Order Workflow

An example of a typical work order structure

Commonly a work request might include:

- Persons name, phone and email reporting the work order

- Category of works i.e is it an electrical work item, plumbing, fire services maintenance?

- Priority: low, medium, urgent repair

- details of the job to be done and what needs actioning

- exact location

- person affected

Using best practice work order management software simplifies the enormous workload for organizing and managing work orders and work requests in the workplace. Critical facilities that require regular maintenance of their systems are ideal for establishing work order software.

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