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What is work order software?
Work order software uses cloud and mobile features to help you create, organize, track, complete, and analyze maintenance requests. It also allows you to easily access, control, and integrate work order processes and data. It’s a more powerful way to manage work orders and future-proof your business than pen and paper, Excel spreadsheets, and whiteboards.
What can you do with work order software?
There are two types of software that manage work orders. The first is software that only handles work orders. These systems are usually very basic and only allow you to do simple tasks.
The other choice is CMMS software. A CMMS is a well-rounded maintenance management system that includes work order management as one of its tools. You can use a CMMS to:
- Submit work requests, see all work on the go, and prioritize tasks
- Schedule preventive maintenance tasks with date, time, or meter-based triggers
- Attach SOPs, task lists, photos, and other details to work orders
- Create dashboards and calendars so you can see work order KPIs and upcoming work
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A CMMS also helps you manage:
- Assets: Keep your equipment functioning safely and at its best with asset hierarchies, asset profiles, real-time performance tracking, and more
- Inventory: Get the right parts, at the right time, for the right price by setting up low stock alerts, logging parts usage, seeing BOMs for tasks, and more
- Maintenance data: Receive actionable insights at your fingertips with customized dashboards, automated reports, system integrations, and more
What are the benefits of managing work orders with a CMMS?
Work orders can cause a lot of headaches (you know the ones we’re talking about). Free CMMS software can help you eliminate a lot of these nightmare situations and start your journey to a more organized, preventive, data-driven program.
Why it sucks to manage work orders with pen and paper
They’re hard to submit and organize
It’s a hassle to write out requests for hours or get asked to do a task while walking down the hallway. Paper work orders are also easy to lose, ruin, or duplicate.
They miss information
You have to contend with vague descriptions (or no descriptions) while searching high and low for manuals, BOMs, and more to help.
They’re a pain to schedule
The lag between writing out a PM, notifying a technician, and doing the job makes preventive maintenance tougher than it should be.
They can’t be tracked easily
Chasing down a technician to find out the status of a job is nowhere near efficient. Multiply that situation by hundreds of work orders and it can get out of hand fast.
They don’t give you actionable data
It can take hours to collect data from paper work orders without any guarantee that the information is accurate or useful.
Why it doesn’t suck when you’re using software
Submit and organize work in a few clicks
A mobile app and mandatory fields simplify and standardize the process. Having a central platform makes it’s super easy to filter, prioritize, and assign tasks.
Add all the details for a job in one place
Attach manuals, pictures, and checklists to work orders. Access these resources from your phone (even with no internet).
Set up triggers and automate work
Create scheduled maintenance triggers that automatically generate work orders and notify technicians so work is done ASAP.
See every task on the go at a glance
Track tons of information about your work orders on a dashboard, including what’s planned, what’s overdue, and metrics like mean time to repair.
Analyze your work orders in minutes
Build reports that tell you everything about your work orders (like costs and completion rates) and deliver these insights to your inbox.
Top questions about work order software
My team’s workflows and processes are very unique. Will work order software work for me?
There’s definitely software that fits the way your team works. If you’re hunting for a system, focus on options that allow customized fields on work request forms. Most systems allow you to plan and schedule in your own unique way. But configuring request forms to capture custom data can be a differentiator.
How much does work order software cost? Is it worth it?
The cost can range from free to hundreds of thousands of dollars, and everything in between. There’s also a lot that goes into that price tag. Check out this in-depth post on the cost of a CMMS and how to determine the ROI for your organization.
Can I connect work order software to other systems used by my business?
Yes, depending on which vendor you work with. Some software providers hand-pick the systems they connect to. Other providers roll out the red carpet and allow you to connect to any system. There are pros and cons to both approaches, but Fiix favors the red carpet approach. It allows you to work with any system (seriously) that you know and love from day one so you can expand the value of your software. You can learn more about integrations by checking out our starter’s guide to CMMS integrations.
What is the best work order software for my operation?
The best work order software for your organization depends on a lot of different factors. That includes everything from high-level business goals to cost, mobile capabilities, ease of use, and the level of customer support you get. We put together a handy guide to evaluating all your options so you can find the best option for your team without feeling overwhelmed.
What happens to my data when it goes into work order software?
Any data you put into cloud-based work order software will be stored on servers set up by the software provider. Providers use super-secure partners, like Amazon, to keep data from being stolen or lost. Providers also save a copy of all your information so if anything ever crashes, your data can be restored. As far as who sees all the stuff you put into the software, most providers follow strict privacy guidelines so your data isn’t sold or given away.