There is a growing need for online management systems to keep up with the increasingly digitalized world. Companies must simply make their processes more efficient, and software are becoming the number one popular strategy to do so. The work order management process is no exception and there is a range of systems on the market that automate parts of that process. In this article we list four benefits of using an online software to manage and track work orders.

What is a work order management system?

A work order is a document that provides information about a specific task and clarifies how to complete that task. A work order can include instructions about the location, time, scope, expectations and to whom the task is assigned.

A work order management system makes the creation, distribution, and management of work orders digitalized and more effective as it automates repetitive parts of the process. A work order management system makes it possible to track and manage work order information with real-time tracking and status updates. The system also documents all previous work orders and can include used resources and feedback on work performed.

A work order is most successful when the process passes smoothly from one step to the next. A great work order system has multiple benefits and helps avoiding high costs, excess time spent on manual work and equipment downtime.

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Benefits of using a work order management system

A work order system simplifies the planning and management of work orders. It also makes future planning and estimation of resources and maintenance work accessible by documenting previous work and making it easy to analyze.

1. Efficiency in management and communication

Having a sophisticated work order management system is one of the surest ways to boost efficiency as it reduces manual work and eliminates surveillance. It allows facilities managers to have a preventive approach to maintenance, since they can follow all work and equipment statuses in real-time and therefore make better work order prioritization. Managers will also be automatically alerted of service requests, status changes and emergencies and can therefore react fast in these situations. The system also allows effective communication between facilities managers, maintenance workers and end-users.

Veidekke is a leading building contractor in Scandinavia. Their contractor ’s office and field workers use Lime Work Order to easily manage work orders and they have since seen a higher quality I every customer interaction.

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2. Productivity for maintenance workers

An online work order system is great support for maintenance workers because they are allowed to view work orders and status updates in real-time on the field with any device. Since all needed information and specific instructions are in the digital work order, maintenance workers can immediately start the work without delay. They can also efficiently update the work status and report details about the work on a mobile device when they are done.

3. Reduced costs by preventive maintenance

A streamlined work order process reduces maintenance costs by intelligent choosing of a maintenance worker who is at a suitable experience and prize level. Additionally, a worker at an appropriate distance from the work location can be chosen for the task.  This minimizes the overall time and resources to complete a work order.

A well-planned program for maintenance and a work order system to monitor equipment allow workers to do more preventive maintenance than costly emergency repairs. This also prolongs the lifespan of equipment, causes minimal downtime, and therefore reduces costs.

4. Improved planning and budgeting with data

Work order management systems can gather and measure data and performance of past work orders. This data can be used by management to make decisions, plan resources and budget for the future. The system can also be used to schedule preventive maintenance to avoid unpredicted breakdowns and replacements. The scheduling is automated and based on previous data from previously recorded work orders.

Why do I need a work order management system?

As the benefits listed in this article suggest, a work order system that suits your needs can automate parts of the process and improve information flow between all involved parts. To summarize, sophisticated work order system gives you these benefits:

  • Automated surveillance and tracking of equipment minimize manual work.
  • Access to all information for maintenance workers on the field improves productivity.
  • Preventive maintenance prolongs equipment lifespan and reduces costs.
  • Data from recorded work orders allow better planning and budgeting for the future.

Lime Work Order offers the best of both worlds – the versatility and strength of Lime CRM, combined with simple and smooth work order management. One-stop system to simplify your working day.

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