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Benefits Of Effective Work Order Management Software

January 2023

 

 

 

 

 

 

 

Work order management software helps an organization track, prioritize, and complete work orders across its business. When used along with a comprehensive work order and asset management system, it can help a company streamline its operations and ensure all equipment, devices, and building infrastructure is working correctly.

In reality, having a strong work order system in place is essential to ensuring that a business runs efficiently and that its staff has access to the tools they require whenever they need them. So, what is a work order? At a high level, a work order is an action or task assigned to a person or team. It describes the maintenance work required for a piece of equipment, and it can either be recorded on paper or digitally. Work orders can be submitted internally by an employee or externally by a customer.

The Benefits Of Having Work Order Management Software

A maintenance crew may receive hundreds of work orders each week, depending on the size of the company and the nature of the industry.

Software for work order management can help with it. A recent BusinessWire research found that businesses employing this software had a 20% reduction in material costs and equipment downtime.  

With the aid of work order software, you can quickly keep track of your incoming tickets, assign them a priority, and check on their status. You can also proactively improve your preventive maintenance program using the information on the performance of your equipment.

Let’s examine some of the main advantages of work order management software, as well as the significance of integrating it with other enterprise tools like your asset management system or CMMS.

Improving Work Order Submission Processes

Work Order Management Software may streamline procedures for all employees who need to submit work requests, not only technicians.

Employees can submit tickets for both facilities issues and IT-related issues through the same portal, for instance, when you combine your work order solution with other business applications (such as IT systems). They only need to briefly describe their issue, and the system will send their request to the appropriate queue. No matter the problem, this makes it much simpler to produce work orders.

Work Order Automation

You can automatically assign work orders to the appropriate person or team by using work order management software. You can make sure that requests are automatically routed to the technician who is qualified to address a problem with an HVAC system, for instance.

In addition, your field technicians can submit comments about the equipment or update work orders in real-time while working on the equipment when you utilize work order management software that connects to a mobile application. This minimizes double entering and guarantees that your data is correct and current. The procedure is streamlined; technicians can finish the tasks given to them, send invoices, and monitor their performance all from the mobile application.

Additionally, technicians may quickly access pertinent service history, manuals, knowledge bases, spare parts inventory, and training videos when your work order management system is linked to a comprehensive asset management solution.

Compiling Analytics

You can get sophisticated, precise metrics by sharing work order data on one central platform with your other business analytics. Measures of work order response times, asset repair costs, requests for corrective maintenance, and more can be included in reports and dashboards.

This makes it much simpler to view the data, assess how you’re doing in relation to KPIs, and formulate long-term plans and reports to important stakeholders.

Making Preventive and Corrective Maintenance More Effective

When completing routine inspections, such as safety checks or cleaning rounds, maintenance staff can expedite their procedure by centralizing all documentation, training materials, and maintenance checklists. Additionally, they can immediately submit a corrective work order to rectify any problems they find.

Additionally, it becomes much simpler to see trends when employing a software system to manage all of the equipment’s data. Facilities teams can more precisely anticipate expenses, modify maintenance plans, manage resources, and allocate funds for new equipment when they can identify which equipment is frequently failing and which needs further maintenance.

Better Resource Management

Technicians may check their schedule and upcoming work orders with the aid of a mobile CMMS. They can do this to better manage their time and prevent scheduling conflicts. Additionally, CMMS may assist businesses with inventory management and make sure they have the parts and tools they need on hand to complete work orders.

Reduced Costs

Mobile CMMS can assist organizations in saving money by streamlining maintenance operations and lowering the amount of time personnel spend on administrative activities. By enabling experts to troubleshoot problems remotely, it can also aid in lowering the necessity for pricey on-site trips.

The Benefits of Connected Workplaces

You can prioritize and execute work orders more quickly if you have a good work order management approach. Without a thorough system in place, you risk repeated data entry, extended processing times, and lowered asset performance visibility.

Additionally enhancing communication between technicians and the office is mobile work order management. The office can simply keep track of the status of work orders in real time, and technicians can easily communicate with the office about any issues they face while on the job. This may shorten wait times and raise client satisfaction.

When work order management software is integrated with other business procedures, it can assist expedite operations and guarantee that all equipment and gadgets are functioning properly.

 

 


Tips To Help You Prepare Your Facility For Winter

November 2022

tips facilities cmms

Facility managers should winterize their facilities to safeguard them from potential threats and to maintain maximum energy efficiency to reduce energy costs.

We’ve gathered some of the top suggestions for winterizing your building to maximize energy efficiency and ward off potential weather-related issues.

Minimize Heat Loss

When the weather delivers ice, snow, high winds, and bitter cold, the temperature for your facility must be optimal:

  • To ensure that the HVAC system is prepared to meet the demands of the impending cold weather, inspect and optimize it before winter. To maintain the quality of the air in your facility and to ease the strain on your HVAC system, the majority of HVAC air filters should be changed every three months.
  • Reduce energy loss by inspecting the facility for leaks, cracks, drafts, and other problems. To check whether windows and doors are adequately sealed, look at the weather stripping.
  • Turn off cooling systems properly. To be ready for the warmer season, schedule repairs for the winter.
  • Standardize thermostat settings to make sure that it is comfortable and energy efficient. 

Interior Building Maintenance

  • Create a strategy and allocate resources to keep ice, snow, and other debris out of interior floors, elevators, and other traffic areas.
  • Develop a plan and resources to ensure that interior floors, elevators, and other traffic areas are kept free of ice, snow, and other debris.
  • Check smoke detectors, carbon monoxide detectors, and emergency backup generators.
  • Create a routine for replenishing sanitizers and other safety supplies to maintain a clean environment.
  • Establish a program for thorough cleaning of the interior spaces, including the desks and other workstations, kitchens, restrooms, and doorknobs.
  • Check that all interior lighting is functional and well-lit to ensure that spaces are secure, particularly during a power outage.

Exterior Building Maintenance

Now is the time to do any repairs or improvements to the exterior of your facilities in order to reduce the need for emergency repairs:

  • Ensure that the doorways, stairs, walkways, and exits are accessible and in good condition.
  • >Check basements for leaks and be ready in case one occurs.
  • Develop a plan on where to stockpile snow, salt, shovels, and other snow removal items.
  • Take out any tree branches, fallen leaves, and other outdoor debris.
  • Prepare and winterize outside maintenance tools including snowplows and tractors.
  • Store other seasonal supplies like tools, furniture, tables, and chairs out of the way.
  • Regularly clean gutters, downspouts, and drains to reduce the accumulation of snow and ice that could cause leaks and roof damage.
  • Check the drainage and roof to ensure that all roof components are in good condition and capable of withstanding a storm.
  • Check parking lots, streets, and other areas to make sure the pavement is free of potholes and other potential dangers.
  • Inspect pipes and faucets, both the facility’s interior and exterior. Frozen pipes that can burst can cost a lot of time and money.
  • Disconnect every water hose.
  • Create a winter schedule for clearing the snow, cleaning the stairways and walkways, and allocating the necessary resources.
  • Make certain that all outdoor meters, propane tanks, etc. are reachable during bad weather.

Fire Protection Systems

  • Keep hydrants, valves, and standpipe connections accessible and marked. Set up routine inspections during bad weather to check clearance.
  • Make sure the internal sprinkler system is currently serviced, operational, and ready for winter.

Equipment Maintenance

Although the equipment is built to operate in the toughest of conditions, a few simple procedures to winterize your machines will help keep your equipment/assets running at peak performance:

  • According to the guidelines provided by the manufacturer, make a checklist, schedule, and carry out a complete examination of the machinery.
  • Install the proper lubricants, transmission fluid, etc., and check the fluid levels.
  • Generators should be tested to make sure they are operating properly.
  • Make sure there are no leaks or cracks in the hoses by inspecting them.
  • Examine the electrical wiring to make sure nothing is broken or damaged.
  • Store outside equipment away from the weather to reduce the need for additional labor, such as shoveling snow.
  • Make sure all of your tires are inflated properly, especially when the weather changes.
  • Examine repair logs to identify aging components or components that are close to failure.
  • Charge your batteries completely.
  • Verify that all tools and equipment are fuelled and prepared for use.
  • Make sure that everyone plans their schedules appropriately for those machines that need to run a while to warm up in the cold winter weather.

Disaster and Emergency Planning

In preparing your facilities for the winter, it is important to review your emergency and disaster planning procedures:’

  • Make sure your equipment is shutting down safely.
  • Assign the proper personnel to deal with system emergencies, utility problems, management, and building occupant notifications, and contact the required external authorities.
  • Make a backup strategy for power outages. Plan in advance when your facility will close and under what circumstances you will continue to operate.
  • Make sure your staff is aware of the company’s severe weather rules and regulations.
  • Make sure that all manuals and emergency plans and procedures are easily accessible. Having this information stored in a web-based centralized system that is accessible from anywhere is a necessity. Bits of paper tacked on walls can easily be covered up with other papers or torn down.

Preparing for Winter and How to Come Back Stronger After A Shutdown

Most businesses were not prepared for the massive shutdowns we recently encountered. Facility managers are still facing additional tasks of winterizing their equipment, facilities, and coping with the new safety regulations. As you are trying to meet the new guidelines, it is important to put your maintenance plans in place to optimize equipment performance with minimal disruption to your business:

  • Review repair records to determine the pieces of equipment that need urgent care.
  • Manage your inventory so you have the right parts at the right time, now and in the future.
  • Do everything according to all current best practices to ensure the safety of your employees and customers.
  • Make sure that employees are trained and understand how to accommodate the increase in work orders due to weather changes.
  • Install surge protectors and emergency power supplies throughout your facility.

Conclusion

Managing routine maintenance and facilities tasks is a full-time job. Trying to put an effective maintenance plan in place can be a struggle. Trying to identify every asset along with the corresponding history can be a nightmare. Combining all of these issues can lead to frustration, missed goals and is very time-consuming. Managing these tasks using spreadsheets is inefficient and takes a lot of time. The information is outdated by the time you enter it on the spreadsheet.

By having access to facility management software, such as a CMMS, building maintenance can be optimized and managed easily through mobile and desktop applications. This technology is used by facility managers worldwide and provides companies with a wide array of advantages. Technicians arrive onsite with everything they need to get the job done properly.

Facility and maintenance managers have major tasks ahead of them. Things are moving quickly, and your facilities and maintenance operations need to keep up with the fast pace and growing demands. All of these winter preparation and prevention tasks can be stored in a central system, making scheduling and meeting deadlines easy. Having a computerized maintenance management system (CMMS) makes all of your preventative maintenance tasks easier and especially when it is as important as preparing for cold weather and freezing temperatures.


Common Area Maintenance (CAM) & The Impact To Your Business

October 2022

Common Area MaintenanceWhat is Common Area Maintenance (CAM)?

Common Area Maintenance Defined

Common area maintenance is the cost that businesses pay and share with tenants for the upkeep of all “common” or “shared” areas in a commercial building. 

Identify typical CAM fees and tips on how to negotiate them.

Read more…


Tips To Identify Common Forklift Issues

October 202F2

Forklift starting issues, break issues, broken forks, and more. In this article, we’ll offer some tips on how to recognize some of the most typical forklift problems and tips on how to manage them. Read more..


Tips on How To Avoid Breakdowns

August 2022

CMMS Avoid Breakdowns

Are you overworking your machines? Experience unnecessary downtime?

Get some useful tips on identifying some of the issues and how to fix them. 


Preventive Maintenance Checklist for Conveyor Belt Maintenance 

July 2022

conveyor belts tips

If you’re a manufacturer, conveyors are a vast part of your organization and is a vital asset that you simply just don’t want to ignore. When a conveyor belt stops working production stops and business operations come to a halt. Keeping on top of preventive maintenance tasks will reduce repair costs and minimize downtime.

The Conveyor Belt Maintenance Checklist will give you a reminder of some of those important tasks that are so easy to forget.

 


Importance Maintenance KPIs You Need to be Aware of

June 2022

Maintenance KPIs

Keeping assets and equipment running at peak performance is critical to any organization. It’s important for companies to have standard processes in place to track all of their assets and equipment that are prone to failures in order to maximize uptime and keep disruptions at a minimum. To ensure that you are meeting your goals, you must set a quality benchmark to measure the current effectiveness of the processes and understand where you have to make improvements. 

Learn more about the maintenance KPIs that you should not avoid.

 


Best New Jersey Companies

June 2022

Best CMMS NJ

eWorkOrders has been showcased as one of our top picks for the best New Jersey-based Database companies. These startups and companies are taking a variety of approaches to innovate the Database industry, but are all exceptional companies well worth a follow.

We tried to pick companies across the size spectrum from cutting-edge startups to established brands.

We selected these startups and companies for exceptional performance in one of the following categories: Innovation, Growth, Management, and Societal Impact.

Data sourced from Crunchbase and SemRush

76 Best New Jersey Database Companies and Startups – BestStartup.us


Preventive Maintenance Tips

June 2022

Preventive Maintenance

Organizations continue to invest in the tools to help them perform routine maintenance to improve equipment performance, reliability, and cost-effectiveness. In order to keep equipment running at peak performance and avoid unwanted breakdowns, it is important to perform routine maintenance to improve equipment reliability. It is essential to have a maintenance management tool, like CMMS software, to help you schedule and manage your preventive maintenance and monitoring performance. The following are some important tips to improve preventive maintenance:

Get some useful tips on how to avoid the most common PM mistakes. 


Conquering Work Order Backlog

September 2021

Conquering Work Order BacklogFor any organization, maintenance backlogs play an important role in determining the reliability of an equipment’s operating condition, the efficiency of an organization’s maintenance plan, and the major areas of improvement in an organization’s maintenance operations.  Maintenance backlogs are tasks that are ready to be done, such as preventive maintenance routines, predictive maintenance tasks, to corrective maintenance work.  These tasks are critical to any business because they help to prevent safety issues, breakdowns, failures, or damage that could put you, your equipment, or your workers in danger.  We all know that a certain level of maintenance backlog is inevitable, but neglecting these tasks can lead to more breakdownsasset downtime and a major disruption to your business operations.

Facing those maintenance backlogs from preventive maintenance routines, predictive maintenance tasks, to corrective maintenance work – where do you start?

Below are some tips to give you a better understanding of what a maintenance backlog is, why it’s important, and what you can do to help you manage your work order backlog.   

What is Maintenance Backlog?


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GetApp Category Leader Award for CMMS, Preventive Maintenance, Fixed Asset Management, Work Order, Fleet Maintenance, and Facility Management      #1 Rated Maintenance System for CyberSecurity      Capterra Shortlist Award for CMMS, EAM, Asset Tracking, Fixed Asset Management, Fleet Maintenance, Facility Management, Field Service Management, and Preventive Maintenance