Work Order: Work Order Software

Published 24/08/2021

What is Work Order Software and Why is it Important?

Work order software is a computer program that allows managers to track maintenance work orders using a single dashboard. Employees use the work order system to generate and update their maintenance work orders automatically. The ideal 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.

An example of typical work order:

Housley's construction company manager submits a work request to their maintenance team with these details:

- Work Request Title: Replace broken tiles

- Details: Tiles have been purchased to replace the broken ones in offices; Office 18, 65, 73, conference room C56 and C87. The project is due in three months, and the budget is $ 5000.

- Priority: Medium

Uses of work order software in managing work orders

- Routing work orders to be approved

- Prioritize inventory for a work order

- Get a report on the progress of work orders.

Work order management software simplifies the enormous workload for organizing work orders and requests. Critical facilities that require regular maintenance of their systems are ideal for establishing work order software.

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