5 Benefits of Work Order Management Software

In this fast-paced world, customer demands and expectations are higher than ever – and rightfully so. The ability to integrate technology solutions into processes and automate workflows has cut down on the time it takes to accomplish tasks – and at a fraction of the cost. 

These same expectations trickle down to the condition of your facility. When customers enter your property, the expectation is that it will be clean, comfortable, and in working order. But with work orders piling up and the juggling of multiple responsibilities, keeping your building in tip-top shape can be more difficult than it sounds.

In our last blog, we talked about the problems commonly encountered with managing work orders manually. In this blog, we’ll look at how work order management software can not only save time and money but also empower better business decisions. 

Work Order Management Software Advantages

1. Automated Prioritizing

When determining the priority of one work order amongst others, the criticality of the service to be performed (emergency versus routine repair), as well as the criticality of the equipment (how important is the equipment to regular operations), must be considered. In manual work order management, calculating criticality can be overwhelming – especially when many work orders are in play. In a CCMS, criticality can be established in advance and programmed directly into the system for each type of repair as well as each piece of equipment. This makes scheduling easy.

2. Streamlining Communication

Work order management software offers a central repository for communication between the client, customer service representative, and the vendor. They can hold criteria including resource availability, time, safety, and site/equipment requirements, insurance, and compliance tracking. With full transparency between all parties, each can stay informed as the work order progresses. This history of communication is also helpful in providing clarity if progress on the job lags. 

3. Providing a Network of Trusted Vendors

Along with the software itself, many facilities management companies provide a support team of customer service representatives who have access to a network of national vendors. These vendors specialize in different trades, generally provide pre-negotiated pricing, and are consistently evaluated based on performance. Because of this, the customer does not have to worry about selecting an unreliable vendor or being taken advantage of on pricing. 

4. Enabling Proactive Maintenance Plans

In addition to managing the process of work order completion itself, these softwares act as databases that can retain information that allows you to track and schedule regular maintenance, allowing for more accurate resource planning to take place. Keeping your future preventative maintenance work orders scheduled increases asset uptime and safety and prevents unnecessary repair work orders. This is a much better alternative to the “fix it when it’s broken” approach or to have a labor-intensive paper system with limited history. The ability to look at an organization’s equipment as a whole and create a well thought out plan of action for preventive maintenance is imperative. 

5. Maintaining Records to Empower Good Decisions

Does it feel like your HVAC unit has required more (expensive) repairs on it over the last five years than its worth? The data from your work order management software can tell you how much money has been invested in all of your assets from a maintenance or repair perspective, lending insight as to when it may be time for asset replacement. 

The Impact of Work Order Management using Maintenance Software CMMS or work order software is vital in assisting operators to effectively manage and track their maintenance activities. Ultimately, CCMS helps improve operations by:

  • Managing work orders in a timely manner

  • Planning and scheduling maintenance tasks as well as preventive maintenance

  • Reducing downtime and repair costs

  • Eliminating paperwork

  • Increasing productivity of those formerly involved in the manual work order process

  • Ensuring compliance to best practices and regulatory standards

In addition, the appropriate CMMS provides a visual and meaningful view of information including the ability to analyze historical data and trends, identify problem areas such as rising costs, low productivity, constant and repeat repairs.  A review of this type of information makes it possible to give current and relevant data to the decision-makers in the organization, so they can make accurate capital decisions from improvement. 

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? Is information about your work orders available at your fingertips so you can make informed business decisions? Does your work order system save your company time and money?

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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