Work order software is a program that allows managers to track maintenance work
orders using a single dashboard and log, recieve, assign, update and track work
order maintenance requests across a portfolio of buildings, sites, facilities or
locations within.
Employees use the work order system to generate and update their maintenance work
orders automatically and keep track of the status of work orders logged. Contractors
will receive work orders to action and can provide ETA's on when they are due to be
completed or as they progress through the works through to tracking currently
assigned jobs or flagging when the work is complete.
Work order software is a crucial tool for businesses looking to streamline their operations and improve efficiency. This type of software helps organizations effectively manage and track work orders, maintenance requests, and service tasks. By providing a centralized platform for creating, assigning, and tracking work orders, this software ensures that tasks are completed in a timely manner and that resources are utilized efficiently. With features such as automated notifications, asset management, and comprehensive reporting capabilities, work order software plays a key role in enhancing productivity and reducing downtime.
Intelligent Work Orders
It can help you prioritize tasks more effectively by giving you a clear overview of
all pending requests. No more guessing which issue needs attention first - the
software does the heavy lifting for you. And speaking of heavy lifting (figuratively
speaking), many work order platforms also offer nifty features like asset tracking
and inventory management to keep your operation running.
Commonly components of an effective work order system include:
- Seamless integration with other tools you use: i.e.
contractor
management system to ensure only compliant contractors receive work orders or
integrate with your
Incident Reporting
around security or property damage incidents through to linking to
Hazard
Reporting where preventative maintenance is actioned against a hazard
report.
- Reporting ability: easy ability to report work requests in the field
- Instant notifications/messaging
- Customized dashboards: especially if dealing with a range of properties
- Work order commenting: provide updates on jobs
- Mobile app access: so contractors can receive and manage work orders in the
field
- Preventive maintenance
- Use friendly interface: make it easy to manage work orders
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Importance Of Work Order Software
In a lot of work places, the traditional process is that only selected staff can report a maintenance request and issue work orders. In a growing trend, workplaces are encouraging a reporting culture to log and record hazards, risks and maintenance issues across all staff and contractors so that issues can be identified earlier on, triaged and assigned as work orders appropriately. Trends can be seen and work order priorities established.
- 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.
Work Order Workflow
Work Order workflows vary depending on the industry, the specific
workplace and even the nature of works. But commonly, it will be a multi
stage workflow starting with logging a work request. From there it is
reviewed and assigned to one or more contractors to action becoming a
work order. Updates will come through including an ETA on completion of
works.
If everything is finalised, the work order can then be closed and moves
to the closed work order registry.
Sample Work Order Workflow
Work Order Tracking
Track a work order from start to finish across all aspects of the work activities
that take place. This might range from diving into the job task and actions from
assigned contractors where multiple contractors are working on different aspects of
the work order and providing different progress updates. Through to updating costs,
quotes, actions, progress milestones through to eventual work order closure.
Tracking a work order goes through several stages:
- Job logged
- Reviewed and assigned to a preferred contractor
- Contractor provides ETA on parts, progress updates and eventual closure
- Job may be assigned to additional contractors with the same workflow repeated
- Quotes may be required and needing approval
- Interium updates provided back to the person who logged the job so that they know
what's going on with the work order
- When all is finalised, the work order will be closed and moved to the closed work
order registry.
Work Order Log
This is another name for the work order registry, effectively your online log of all
work orders, open, closed and in progress.
An example of a typical work order structure
Commonly a work request might include:
- Persons name, phone and email reporting the work order
- Category of works i.e is it an electrical work item, plumbing, fire services
maintenance?
- Priority: low, medium, urgent repair
- details of the job to be done and what needs actioning
- exact location
- person affected
Using best practice work order management software simplifies the enormous workload
for organizing and managing work orders and work requests in the workplace. Critical
facilities that require regular maintenance of their systems are ideal for
establishing work order software.
Setting up a Work Order Form
With our online work order software you can create a custom work order form
personalised to your workplace, site or facility. Capture common fields such as
site, name, property, department, unit, tenancy, description of the issue, person
affected, category and priority.
Customise the fields to be specific to the workflows you need or even to match your
trust accounting side of things.
- Setup custom work order fields
- Create custom notification settings
- Customise to your type of facility, are there tenants? units?
Work Order Registry
The next step is establishing your registry of open work orders, this might be
filterable by site, by facility, by tenant, by category or other custom defined
fields.
Setup custom work order workflows from initial work order form submission through to
notification, registry and action workflows.
Here you might include:
- open registry of work orders still to action
- registry of quotes to review
- previous work orders that are now closed
- urgent work orders that need the most attention
-
preventative maintenance work orders
What to Include in a Work Order Program
The first thing is who is going to be reporting maintenance issues and logging jobs?
Do you have tenants? A representative from an office in a building? a tenant
contact? a building contact? a resident of a unit? Once you have worked out your
user group, the next step is to establish a user account for them to log in and
submit a work order for a maintenance request.
Do you want them to be able to see current work orders that have been submitted for
the same building or would you prefer they can only submit? Sometimes its a good
idea to prevent duplicate reports for the same issue.
Other things to include in your work order program might include access for
contractors to provide updates to jobs in real-time or having a contractor registry
of open work orders they are currently assigned to. Perhaps also the ability to log
quote responses and action approvals.
- tenant, occupancy or resident access to submit and access work orders
- access to open registries for the same unit or building to prevent duplicate work
orders
- giving contractors access to view work orders they are assigned to
-
work request form
Building Work Order System
A common setup is for commercial buildings where tenants will report maintenance
faults using a work order system. Here a tenant representative is given access to
submit a new work order each time they have a task they need actioned such as
emptying bins, fixing a flickering light, security issue, leaks, toilet issues,
cleaning requests or other common maintenance requests that a tenant needs actioned.
View an example Building Work Order form
Try setting up your Work Order process using our online platform
Forms, Examples and Templates
