Published: July 15, 2024  Updated: December 31, 2024

Work Order Software

Imagine this: you've meticulously compiled spreadsheets listing your assets, inventory, and maybe even preventive maintenance (PM) tasks. But how do you efficiently communicate these tasks to your workers? Traditionally, the options were clunky and time-consuming. Enter a better work order software.

The Inefficiency of Paperwork

In the past, you might have resorted to creating individual work order documents. You filled them out with details, printed them, and distributed them to workers. Alternatively, you might have converted them to PDFs and emailed them.

While this may have worked for a while, the process veers towards cumbersome. It lacks central organization and you risk a lot of errors.

CMMS—A Centralized Hub for Work Orders

A computerized maintenance management system revolutionizes how you manage work orders. It acts as a central database. It stores and organizes all work order information in one easily accessible location.

When planning your ideal CMMS features, consider the importance of work orders and the customization options they offer. A good CMMS should provide a variety of functionalities to cater to the specific size and nature of your operation. For instance, the work order needs of a large church will differ significantly from those of a resort.

Let's delve into some key work order features that benefit a wide range of industries:

Work Requests—Capturing Unscheduled Needs

Many work orders stem from work requests. A malfunctioning light fixture in a manufacturing plant. A leaky faucet in a hotel room. Overgrown landscaping at a university. De-icing a hospital parking lot or trimming property lines at a retail store.

A robust CMMS empowers non-users (administrators, staff, volunteers, part-time workers, etc.) to submit work requests directly through the system. One way involves an emailed HTML link that feeds submissions into the system.

Regular Work Orders—Planning and Prioritization

Now, let's explore features specifically designed for planned work orders.

• Type. Clearly define the task at hand. For example, you might designate a work order in a school as an "electrical repair." A production facility maintenance job has the type listed as "machine overhaul." This clear identification helps workers focus on the specific task they need to complete.
• Priority. Establish the urgency of the job. Do you have an emergency? Can the job wait for later in the week? While you don't want to neglect emergencies, avoid overusing that priority, especially for requests. This helps to avoid crying wolf and ensures true emergencies receive the necessary swift response.
• Target. Specify the recipient of the work order. A piece of equipment. A vehicle. A cost center. The hallway of the administrative building. Maybe the job entails an equipment move.

Routes—Maximizing Efficiency with Grouped Tasks

Routes provide an efficient way to complete similar tasks throughout the facility, or even across multiple sites.

Example: Fire extinguisher inspections in a school district. Instead of creating individual work orders for each extinguisher spread across numerous buildings, you create a route within a single work order that encompasses all locations. This approach saves time and reduces unnecessary back-and-forth travel.

Site/Zone—Catering to Multi-Location Operations

Companies with multiple facilities or designated work zones can leverage the CMMS's site/zone functionality.

Example: A manufacturing plant with a location in Omaha and another in Miami can utilize the same CMMS to manage work orders for both sites.

Similarly, a resort can designate the golf course, hotel, and casino as separate zones within the CMMS. This way, you have a more focused and targeted process for work order creation and assignment.

Description—Clear and Concise Communication

Clearly and concisely state the task. While "oil change" might tell a mechanic all he needs to know, some jobs require further steps and safety protocols.

Failure Codes—Providing Context for Repairs

For repair jobs, include relevant equipment failure codes to provide additional context for the worker. This can help them diagnose the problem faster and take the necessary steps for resolution.

You can't think of maintenance as "repair and move on." You need to determine the nature of the failure, the cause, and then find a solution. The CMMS helps you document each of these steps.

Industry-Specific Applications—Tailoring Work Orders for Efficiency

Let's explore how different industries can leverage specific work order features.

1. Manufacturing. Production facilities thrive on well-maintained equipment. CMMS work orders can be configured to include:
• Equipment-Specific Details. Specify the make, model, and serial number of the equipment requiring maintenance.
• Spare Parts Management. Assign required parts. The system tracks quantities. Set up properly, it will generate a purchase request so you don't run short. You avoid delays in maintenance because of stock-out.
• Production Downtime Tracking. Utilize the CMMS to track the duration of equipment downtime caused by repairs. This will help you shape your preventive maintenance (PM) program.
2. Hospitality. Guest comfort takes precedence here. A CMMS can ensure a seamless guest experience by:
• Preventive Maintenance Schedules. Schedule regular cleaning and inspection tasks for guest rooms, amenities like swimming pools and fitness centers, and public areas. This proactive approach helps prevent unexpected breakdowns.
• Room Status Updates. With assistance from the CMMS provider, you can integrate the system with your hotel management system. Housekeeping staff stay updated on room statuses within the CMMS upon completion of cleaning or maintenance tasks.
• Guest Requests, Empower guests to submit work requests directly through a user-friendly mobile app or online portal. They can report issues like malfunctioning air conditioning, leaky faucets, or malfunctioning TVs. The requests enter the system, where a supervisor prioritizes them and turns them into work orders.
3. Education. Schools and universities require a safe and functional environment for students and staff. What can a CMMS do?
• Safety Checks. Schedule regular inspections of fire alarms, emergency exits, and safety equipment. Set your cycles of PMs in the system.
• Classroom Maintenance. Address minor issues like flickering lights, malfunctioning projectors, or loose floor tiles before they disrupt classroom activities. Teachers submit work requests that go into the system for processing.
• Custodial Workflows. Optimize cleaning schedules for classrooms, restrooms, and common areas. Supervisors can assign tasks to specific cleaning staff and track completion rates.

Beyond Efficiency—The Added Value of a CMMS

In addition to enhanced efficiency, a CMMS offers several other valuable benefits directly related to work orders.

• Improved Communication and Collaboration. The CMMS fosters a collaborative work environment. With comments and feedback discussed regarding jobs, you gain a better insight into future tasks.
• Reports. Generate attainment reports on labor. Compile on-time completion percentages for different periods throughout the year.
Analyze this data to identify trends, predict potential equipment failures, and optimize preventive maintenance schedules.
• Reduced Paperwork and Improved Recordkeeping. A CMMS eliminates the need for paper-based work orders, filing systems, and manual data entry. Instead, you have easy access to historical maintenance records. With a mobile app, you have even more efficiency for workers.

Conclusion

A CMMS empowers organizations across diverse industries to streamline their maintenance operations through effective work order management. By providing a centralized platform for communication, task assignment, and data collection, a CMMS offers a plethora of benefits.

Don't let outdated, paper-based work orders hinder your maintenance operations. Invest in a CMMS for better efficiency and effectiveness.v

Contact Mapcon Technologies today at 800-922-4336. Schedule a free demonstration to see how MAPCON's work order software can help you succeed in maintenance management.

For further details about work order software read this article.