Still trying to keep track of paper work orders? To keep busy maintenance operations running as efficiently as possible, organizations need to adapt and take advantage of the digital features of work order tracking software.
In this article, we’ll introduce work order tracking software and share the key features that make this tool a game changer for maintenance teams. We’ll also cover which solutions are the best ones on the market for different uses.
What is maintenance work order tracking software?
Maintenance work order tracking software is a computerized platform that helps organizations efficiently manage and log their work orders and associated workflows. Rather than trying to route or locate a physical piece of paper, folder, or binder in a large facility, maintenance employees can quickly access work orders from a digital app on any device such as a phone, desktop computer, or tablet.
This kind of solution gives maintenance teams and managers a shared overview of work orders and service requests from a simple dashboard that can be accessed from anywhere. It makes it easier to create new work orders, get approvals, track their progress, make updates as needed, and keep things moving quickly, all while keeping the team up to date with every step.
Benefits of work order tracking software
Work order tracking software can significantly enhance operational efficiency and effectiveness for your organization. Here are some key benefits:
Streamlined work order process
Work order tracking software eliminates the need for physical paperwork, making it easier to access, create, and manage work orders digitally. Many solutions also provide methods to automate common maintenance requests.
Improved productivity
When everything is easily accessible from a centralized digital hub, maintenance staff can quickly see work order status, make updates, prioritize urgent work, and ensure nothing falls through the cracks.
Better collaboration and communication
Communication is key to efficient operations. Work order tracking software enables real-time updates and notifications between team members to ensure everyone is informed about the progress of maintenance tasks.
Enhanced resource management
Work order software does more than just keep a record of all an organization’s work orders. It also helps effectively allocate and manage resources by providing insights into workload distribution, equipment availability, staff performance and other important patterns.
Increased accountability
Digital work order systems provide an audit trail of all maintenance activities, thus providing a clear record of who performed each task and when. This adds transparency to your operations and helps identify actions you can take to improve.
Reduced downtime
When maintenance tasks are addressed promptly due to efficient work order processes, organizations can reduce their equipment downtime. Faster response times and efficient work order management keep operations running smoothly, preventing costly disruptions.
Cost savings
Automating work orders and streamlining their management reduces administrative overhead and the likelihood of errors, like duplicate or missing work orders. Plus, by improving productivity and reducing downtime, organizations save on repair and replacement costs.
Data-driven insights
Most work order tracking solutions collect specific details on each task that can be analyzed. This data on maintenance activities provides insights into performance trends and helps to identify potential opportunities for improvement.
Compliance and safety improvements
Keeping up with rules and regulations and proving compliance in an audit can easily become overwhelming. But work order tracking software simplifies audits and compliance by ensuring that nothing gets missed with quick access to tasks and notifications on approaching deadlines.
Key features every good work order tracking software should have
A robust work order tracking software should come with a variety of features that ensure seamless management of maintenance tasks. Here are some key features to look for:
Centralized dashboard
A centralized dashboard provides a full look at all work orders, including their status, priority levels, and who is assigned to each request. Having a comprehensive view like this helps maintenance managers easily monitor and manage ongoing tasks.
Mobile access
Access through mobile devices is critical for keeping operations running as efficiently as possible. Any good work order management software will have a mobile work order app that allows personnel to create, update, and manage work orders right from their smartphones or tablets.
Automated work order capabilities
Automated work order creation simplifies the process by allowing the software to generate work orders based on predetermined data, like recurring maintenance schedules or alerts from sensors. Automated maintenance work orders ensure critical tasks get the timely attention they need.
Real-time notifications
Real-time alerts keep maintenance teams informed about new work orders, status updates, and approaching deadlines, ensuring that no task is overlooked and urgent issues are addressed promptly.
Customizable work order templates
Not every company, piece of equipment, or process is alike. So it’s important that you have the ability to customize work order templates in the maintenance software solution you choose. This might include fields for detailed descriptions, priority levels, estimated time of completion, and more.
Integrations
Work order tracking software should be able to seamlessly integrate with other systems that you use in your maintenance operations, like calendar systems, ERP (Enterprise Resource Planning), or a Computerized Maintenance Management System (CMMS). In fact, a robust work order software may already have some of the capabilities of these systems.
Asset management
Effective asset management features track maintenance history, equipment condition, and performance to assist in automating work orders when additional maintenance is needed. This feature also helps in planning maintenance activities to prolong equipment lifespan.
Reporting and analytics
Comprehensive reporting tools provide insights into maintenance performance, identifying trends, inefficiencies, and areas for improvement to enable data-driven decision-making.
User permissions and access control
User permissions ensure that only those with the proper authorization can create, modify, view, or approve work orders. This offers enhanced security and ensures the integrity of maintenance records.
Work order prioritization
With prioritization features, organizations can rank work orders based on urgency, impact, and resource availability.
Document and image attachments
The ability to attach documents and images helps ensure that each work order is completed properly. Managers can attach work instructions and SOPs, manuals, images, or even links to videos to help employees with more complex tasks.
Approval workflows
Approval workflows enable a structured process for managers to review and approve work orders, ensuring all maintenance activities are authorized.
Top 3 work order tracking solutions
Here are three work order tracking software systems to get you started. Each solution provides robust features to enhance maintenance operations.
Limble CMMS
Limble CMMS is a comprehensive CMMS that caters to all maintenance needs. Our solution provides work order management, helps organize and plan preventive maintenance programs, has robust asset management tools, and eliminates the guesswork in spare parts inventory management.
This platform is trusted by more than 50,000 professionals across the globe. It was designed with maintenance managers in mind. In fact, Limble CMMS started by interview over 200 maintenance managers to discover what matters most to them in order to deliver an expansive solution.
Top work-order tracking features of Limble CMMS:
- Centralized dashboard
- Mobile access
- Automated work order creation and scheduling
- Integrations
- Customizable work order templates
- Real-time notifications and alerts
- Detailed reporting and scheduling
Jobber
Jobber helps businesses streamline their day-to-day tasks, such as client management, scheduling, job tracking, invoicing, and more.
Top work order features of Jobber:
- Job scheduling
- Job tracking
- Invoice
Coast App
Coast is a mobile app that helps businesses manage their workflows, including work orders, schedules, communications, and maintenance. It’s designed to help teams simplify communication and get things done quickly and without using paper.
Top work order features of Coast App:
- Centralized comms
- Mobile work orders
- Reminders and notifications
Get started for free with Limble CMMS!
Don’t wait to get your organization into a full-featured work order management system. Start our free plan today to unlock the benefits of cloud-based technology.
The Basic Limble CMMS plan includes unlimited work orders with attached images, unlimited work requesters, real-time communication, unlimited work order exports, and more!
If you need a more robust solution, we also offer a free demo of our paid plans. Get started today!
