Top 10 Must-Have Features of a Reliable Work Order System

Making a work order should be a straightforward administrative process. If everything must be done manually, creating a work order for even a small job will take longer than expected.

Reasons that make the work order process slower:

• A lot is going on at once, including permissions and scheduling, as well as checking in.
• Human limitations and errors, such as double data entry, misinterpretations, and delays caused by staff commuting back and forth between clients and the workplace

By automating tasks with CMMS software, facility maintenance teams can work more efficiently and save time. With so many options on the market, it can be tough to choose the best work order software for your needs. This article will help you identify the must-have features of any good work order system.

Here is the list of the top 10 features:

1. Adaptable Automation of Workflows
2. Assignment Tracking System
3. Agenda Setting
4. Coordinating as a Group
5. Equipment and Asset Management
6. File Attachments
7. Recurring Jobs
8. Signature Capture Function
9. Activity Log
10. Access Anywhere

Let’s go through each one in detail.

1. Adaptable Automation of Workflows

When choosing work order management software, it’s important to consider your company’s workflow structure. You should be able to customize work orders to match your employees’ cultures by using colors, specialized language, and other visual cues. A notes area should also be available in the system for a more organized record of past service requests.

2. Assignment Tracking System

A good system will do more than simply keep track of events – it can assign tasks, manage projects, and give you an accurate picture of your team’s progress.

3. Agenda Setting

Automated scheduling programs help keep things organized, but they can be expensive. Fortunately, work order systems like CloudApper CMMS can do the job just as well. With CloudApper, you can easily track and schedule appointments, meetings, and routine maintenance tasks.

4. Coordinating as a Group

If there is a disconnect in communication, it will lead to poorer morale and production. This issue becomes more prevalent when field employees are working in industries that require them to get work orders. However, what if the project unexpectedly changes? You can keep your team updated with some job order systems’ real-time communication capabilities. This function allows you to give thorough instructions and communicate important information about the project to your team.

5. Equipment and Asset Management

By keeping track of the location of all assets, your team will work more efficiently and never have to waste time searching for items that are out of place. Knowing where everything is stored also allows you to keep better records of serial numbers, guarantees, and service history.

6. File Attachments

Use photos and files to explain a maintenance issue more effectively than describe it through text. With mobile devices, team members can snap pictures of the problem area and their work in progress. They should also be able to upload extra files, like guides, for more specific instructions.

7. Recurring Jobs

Automate the creation of work orders for repetitive projects, like preventive maintenance tasks – they’re easier to track that way. Set assignments at specified intervals for such projects so team members can mobilize without having to repeatedly go over the briefing; all relevant information should already be in the system.

8. Signature Capture Function

The back-and-forth from a client to headquarters, especially for paperwork, is one of the most unpleasant aspects of working in the field. Customer and manager authorizations are completed through the program with a copy sent out to key personnel using a signature capture function. Team members may now perform administration duties without having to go through unnecessary journeys or fill out paperwork.

9. Activity Log

The greatest feature of work order software is that it allows you to keep track of ongoing projects in the field. However, it should also provide a history function or an activity log that documents all project, customer, and asset data going back into the past.

10. Access Anywhere

Work order software should allow you and your staff to create work orders on the fly. Create them from wherever you are, using whichever device you choose. There’s no need to make site visits just to establish or approve work orders in order to get those initiatives moving.

Final Thoughts

Ultimately, a work order management system should help improve productivity by automating repetitive tasks in the field and office. However, a great work order program should also include features that allow users to track projects, communicate clearly, and access the system from any location.

Check CloudApper CMMS software.