What is Work Order Management?

If you own or are responsible for the maintenance and upkeep of any facility, you know that no matter how prepared you are, at some point, something will go wrong and you’ll have to call in back-up. In a perfect world, work orders would come in one at a time. This would allow a designated person time to get multiple quotes for the work, initiate the job, and make sure that the work is completed. Unfortunately, in the real world, that’s just not how it works. The reality is that facility managers must juggle multiple work orders simultaneously with competing priorities.

With this in mind, is there a better way? This blog represents the first in a three-part series on work order management software. In this series, we’ll explore how organizations can save time, money, and resources by changing the way they handle facility maintenance and work orders. First, we’ll define work order management and look at how businesses typically handle it. Then, in our next blog, we’ll dig into some of the challenges manual work order management presents. Finally, in our third blog, we’ll delve into a cost-effective solution in work order management software (or CMMS). These programs mitigate or eliminate the challenges introduced by the manual management of work orders.

Work Order Management Defined

In facility management, work orders can include any work done to or within a facility by a third party, including general repairs, scheduled asset maintenance, and emergent issues. Work order management is the proper and timely processing of these work orders. As described in our scenario at the beginning of this blog, the process of work order management becomes complex when a facility manager must track multiple orders at the same time. When this happens, and the number of work orders increase, this process can take countless hours, emails, and resources. 

Fortunately, in recent years, computerized maintenance management softwares (CMMS) have arisen to help automate these processes and streamline work orders from beginning to end.

What Do Work Order Management Softwares do?

CMMS aim to take as much manual labor out of the work order management process as possible. Some tasks work order management system can handle are:

  • Processing work requests

  • Creation of scheduled, non-scheduled, and emergent work orders

  • Tracking of open work orders

  • Closure of work orders including entry of labor, parts, miscellaneous costs, tracking and documentation

  • Asset management

  • Data mining and reporting

These tasks help to automate the majority of the work order flow. In doing so, work order management softwares free up the time of operators, facilities managers, and others who initiate and take part in handling work orders. Now, parties who may have been absorbed with moving orders forward can focus on other value-add projects – or managing exceptions that simply require more attention.

Work Order Management that is Right for YOU

How does your current work order management system work for you?  Do you manage your work orders effectively?  Does your organization stay on top of each day’s “to-do” list and keep equipment operating at optimal levels? 

Watch out for next week’s blog where we’ll discuss the challenges that often come along with traditional work order management. Trillium uses maintenance management software and experienced people to help organizations manage, monitor, and control maintenance including: equipment, resources, and regulatory compliance. Let us handle your facility and work order 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@trilliumfacility.com.

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