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What Is A Work Order Management Software?

Work Order Management Software

What Is A Work Order Management Software?

Work order management sounds simple by definition- it is the processing of work orders in a timely manner to keep things running as smoothly as possible. In reality, however, it can become unnecessarily complicated – with an emphasis on ‘unnecessarily’. The digital age has seen the advent of numerous software, apps, and platforms to make our lives easier. The work order management process is no exception to that, thanks to work order management software.

Work Order Management Software

Software has taken the guesswork out of the work order process flow and made it easier for everyone to know exactly what needs to be done when the work needs to be completed, and who has been assigned to the work order. It is much more efficient than handwritten documents, and it has made work order management significantly quicker and easier. We are going to take a look at the ways in which Simple work order software makes the process easier for engineers, especially when they are working on-site.

Benefits

One of the primary benefits of using software to improve work management flow is scheduling. When assigning a work order to field workers, like engineers, the organization requesting the work order can see who is available to take on the task. Engineers no longer need to worry about the overwhelming burdens caused by having too many assignments at the same time. When it is easier to track the availability of engineers, the organizations can also rest assured that their issue will be addressed in a timely manner. Timelines can be established with ease when you know whether or not it will not interfere with any other assignments that field workers may have. 

This specialized software is also capable of risk management. This is due to its ability to monitor certifications and other necessary training. Engineers who have the necessary skills and qualifications to complete the job will be assigned. Clients never need to worry about whether or not the work will be done correctly and in a timely manner when they have that assurance. How does this help the engineers themselves? By letting them know if any certification or other verified training is no longer up-to-date or expired.

Another benefit the software provides is on-site communication. This is because the software is available as an app for mobile devices as well as desktop computers. Engineers can communicate with each other and clients regardless of whether or not they are in a quiet place with good reception, or awkwardly balance the phone on their shoulder while doing any hands-on work. Engineers can share images of the site, which may uncover new information to help them better understand the situation, and how to address the problem. This information could also help clients make more informed decisions about their assets in the future.   

Work Order Management Software
 

Problem Solving

Before work order software was created, the work order process was handled through multiple mediums. Different papers, letters, emails, faxes, even sticky notes! All of these things can easily get lost or damaged; not to mention poor penmanship makes them hard to read, and the tiniest mistake means starting over. This wastes a great deal of time, time which would be better spent handling the work on-site.

A signature made using Simple work order software removes this risk entirely. No longer do workers and clients need to concern themselves with carrying around writing utensils like pens or pencils, flimsy papers that are notorious for sky-diving out of our grip, and bulky clipboards. This specialized software has made it possible to sign and manage important documents anywhere at any time.

The problem of human error is also no longer an issue. The text can be read by everyone, unlike a person’s handwriting, so information is never misinterpreted. The software also generates numeric data, meaning there is no need to worry about a miscalculation. No more time is wasted on manually crunching numbers, and time is one of the most valuable resources in the work order process flow.

Due to it being a cloud-based storage system, work order management software stores all prior documents as well. This comprehensive record can be useful in a multitude of different situations. For example, an engineer could be working on an asset that was previously fixed by a different engineer. Having a library of past work orders can explain every past issue that the client has experienced with that specific asset. The engineer can learn exactly what the previous engineer did to solve the problem, the parts they used, and any other relevant information. This can open up a conversation about whether or not the client should have the asset repaired or replaced. 

Common Issues

The more people there are involved in any project, the harder it becomes to ensure that everyone is fully informed. In other words, not only can software simplify communication, it also prevents miscommunication. Think about how many different teams are involved in each project, and how easily a simple conversation can turn into a game of telephone. Alternatively, when information is inaccessible to certain parties they become more prone to making poorly informed decisions and mistakes. For example, every contractor should supply the same parts at the same time. A delay in shipment can interfere with completion, and extend downtime as a result. Increased downtime has a ripple effect that harms clients as well as their workers.

Common Issues, Prevented

The simplest solution to lack of communication and inaccessibility would be using a cloud-based storage system like Simple work order software. In-depth information is available to everyone, and it is all stored in one location on a single dashboard. Keeping it centralized makes it both easier to read as well as easier to find. It takes up no physical space either since everything happens on a computer or mobile device. This further reinforces its superiority over the old-fashioned pen and paper method- it can be harder to read, easy to lose, and needs designated storage space. 

Everyone involved in the work order management process, from the client to the suppliers to the field workers, receives the same updates in real-time. The involved parties can communicate with ease as well, rather than force them into scheduling lengthy phone calls. Instead, any concerns, questions, suggestions, or requests can be shared immediately and on-site. Everyone stays on the same page (pun not intended).

Simply put, Simple work order software both makes the work order management process easier, as well as removes many common issues that engineers and other field workers might encounter. Information about every asset and task is right at your fingertips. It improves efficiency, prevents downtime, and improves future asset usage and performance – all of which will ultimately lead to a happier client.

Summarized

Work order management software has improved the way that engineers carry out some of the most important elements of their daily work. The work order process flow is much smoother, far less time-consuming, and common human errors are prevented. This, in turn, prevents the possibility of serious consequences those errors could cause. 

SimpleFM’s facility maintenance software and experienced team help organizations manage, monitor, and control maintenance including: equipment, resources, and regulatory compliance. Let us handle your facility and job management needs and help your organization save time and money. Interested to see how easy facilities can be?  Sign up for a Demo or email us at sales@simplefm.com.

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Service providers and building owners know that managing multiple work orders at once can be more of a headache than it’s worth. Between back-and-forth emails, missed phone calls, and late-night text messages, it’s easy to drop the ball on one or several important maintenance tasks. SimpleFM is the #1 Facilities Maintenance Software.

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