A work order is a standardized task that results from a request for service that can be scheduled, tracked and assigned to someone typically in maintenance or operations. Work orders can be created internally across departments or externally by customers to improve environment conditions depending on the facility type.
Work order management software can be utilized for a variety of types of facilities, including schools, colleges and universities, local government, manufacturing plants, hospitals, senior living organizations, nonprofits, clubs and associations, and more. Popular work orders seen in maintenance departments can range from lightbulb replacements to plumbing issues to HVAC maintenance and roof repairs.
Historically, many maintenance departments used paper work orders, sticky notes, phone calls or emails to keep up with work orders. But with the tools a modern cloud-based work order system (also known as a CMMS or computerized maintenance management system) offers, work orders can be entered in real time, tracked, organized and completed all digitally, or even on a mobile device. A digital work order solution can save time, money and even provide quick documentation for compliance, budgeting, capital planning and more.
We’ve seen clients save 10 percent on operational costs and 15-20 percent time savings with a cloud-based work order system.
With a digital work order system, a work order request can be created by anyone with a login or access to the online request form. After filling out the form, the work request will be routed into a queue within the system to be addressed by a specific technician or assigned to a technician by an administrator.
There are usually a variety of work order templates that you can customize within work order software.
Work orders often have fields to capture:
Who submitted it?
Where is the work needed?
What are we doing?
How critical is it?
Are we working on something specific?
Who is working on it?
Why are we doing it?
When did the request come in vs. when was it started vs. when was it finished?
Is it done? If not, why? If so, what did we do?
You should submit the following core information required to execute a maintenance work order:
These details not only help the maintenance professional adequately address the issue, it addresses key questions of managing the department's workload and efficiently organizing your team’s workdays.
As organizations become proficient at managing work, they often use their CMMS to address the business aspects of work orders like:
How much time did each person spend on the work?
Did we buy parts or rent equipment? From where, and for how much?
Did we bring in contracted services to help complete the job?
Is this part of a bigger project?
How much was spent vs. what was budgeted? How much of that budget is left?
The ultimate goal of tracking information in a work order is leveraging it to make decisions and to have insight to answer questions, such as:
What types of issues appear the most?
Where are we using the most resources? How much time and cost is involved?
How much are we accomplishing vs. how much is falling through the cracks?
If I need employees, what skills will help me solve issues found from the questions above?
Organizations can see huge efficiency gains (as well as much less wasted paper) when digitizing work orders.
Here are some other benefits of moving from paper work orders to digital ones:
Many work order software providers offer a free mobile app to help users create and complete work orders in the field.
An example of a mobile work order form in Dude Solutions Asset Essentials™
Then, technicians can use a mobile app to see their assigned work on their mobile device, as well as add notes, images and details to a work order before completing. Some work order apps even have timers to help better approximate the time it takes to complete a work order and what specific tasks are involved.
Prices for work order systems vary and may be based on square footage, rooms or beds, residents, users or other factors. To learn more about Dude Solutions pricing, request a personalized quote to see the value of software for your organization.
When choosing work order software, you must also consider the company or partner you will be working with. You should make sure they have a history of offering exceptional products and a strong support team. At Dude Solutions, we have 11,000+ clients using our CMMS, as well as a 99% client satisfaction rate.