Best Work Order Management Software for 2021
Posted on 11th Dec 2020
Work order management software is a specific kind of asset management solution that helps to create and manage service requests and — you guessed it — work orders. So, what is a work order exactly? Usually, these are for various types of maintenance tasks. Work order software is often folded into a category called computerized maintenance management systems, or CMMS software. But you can also find the appropriate functionality from field service management, or FSM software.
Both types are used to track and maintain assets such as equipment and facilities. However, a work order management system focuses on features that support preventive maintenance, as well as general scheduled asset maintenance and management processes.
Key Features
All of the different vendor options for work order systems have certain major features in common. These tools are essential in running a successful operation.
Ticketed Maintenance
One of the most fundamental CMMS tools is an interface for scheduling a work order ticket system. Most people in facilities management are familiar with the idea of maintenance tickets — a unique number identifier matches the description of the tasks at hand, generated either by an administrator, a customer or some other party.
This organizes and streamlines the ticket creation and processing lifecycle. It supports actions taken by maintenance personnel to resolve a particular issue and close out the ticket. Many programs offer role-based access to who can open and close tickets to ensure accuracy. Work order management systems bring sophisticated dashboard and interface technologies to the ticketing process to make it more efficient.
Asset Resources
Another major component of most work order systems comes in the form of asset resources. These informational resources usually reside within the program in readily available places, allowing users to find key information about a particular asset quickly. This enables maintenance personnel to use their time more efficiently and to focus on the job at hand.
For example, the asset resources will often show warranty information, regulatory expectations and maintenance records to help technicians maintain best practices for maintenance, repair and preservation. They may also have some tax or financially related information such as depreciation data.
Reporting
Yet another major feature of work order management systems is reporting features. Different vendors offer their own unique types of proprietary reporting. Reporting can show enterprise managers more about what kind of predictive maintenance has been done on assets, what needs to be scheduled for the future and how to schedule the best preventive maintenance for each asset.
Work orders software also offers analytics tools with increasing frequency, offering users predictive analytics to spot and solve failures and maintenance issues. These tools vary depending on the client’s needs, size and industry.
Benefits
Work order systems focus on improving and enhancing maintenance software. But what are some of the benefits? The following are some key benefits you can expect from any FSM or CMMS tool you choose.
Reduces Unexpected Issues
One of the most evident benefits is the ability to perform preventive maintenance at scheduled times. Preventing breakdowns before they occur leads to more longevity for business assets. Anticipating potential problems also saves users money, as it is almost always cheaper to maintain an asset in small bits and pieces than replace the entire asset if it fails. Preventive maintenance management also helps streamline workflows by reducing emergency maintenance situations and providing orderly scheduling features for technicians and administrators alike.
More In-Depth Understanding
In addition to key efficiency outcomes, work order management programs can use the data stored in it to provide valuable business intelligence. Most dashboard and reporting systems allow top-level managers to come in and look at how systems are being supported over time. This can be done using pre-defined KPIs or customizable qualifiers, depending on the work order system. All sorts of data can be mined using this feature, feeding into general business intelligence systems that help craft a better path forward for the enterprise.
Decreases Tedious Tasks
Another benefit of work order software is maintenance automation. For example, instead of physical paper tickets and labor-intensive paperwork, everything is managed and tracked via a specially-designed digital dashboard. Many field service solutions provide color coding and drag-and-drop scheduling for ultimate ease of use. This allows that information to be automatically — not manually — updated.
Best Work Order Management Software
For Field Service
First, we’ll talk about the best work order management software in the field service realm. These are great if the equipment you manage is not on company property. For instance, your business might maintain its own equipment but in a clients’ home or business. Or, you may be maintaining your clients’ own equipment.