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What is Work Order software?

Work orders, or work requests, are a task that for a customer that can be scheduled or assigned to someone. The customer may be internal within an organization or externally. And the work itself may be anything from a service to inspections or audits, and more.

Work orders or work requests allow managers to plan, schedule, and report back on jobs being completed. They also provide clear instructions, execution timelines, and other relevant information for technicians doing the work.

work order video

Why is Work Order software important?

Work order software allows teams to plan, schedule, manage, execute, and report on actions taken. It allows leaders and managers to ensure work is completed on-time and on-budget. At the same time, it allows technicians to better schedule and manage their day to day based on needs.

Historically, paper, pens, and clipboards were used to manage work orders. However, as technology continues to evolve, so to do work order solutions. There’s definitely a better way to do business now.

Work Order Software: A CMMS

A computerized maintenance management software helps organizations of all sizes manage teams, assets, inventories, and actions. It allows teams to manage facility or production equipment, ensuring greater uptime and productivity.

Any industry or facility that has equipment—whether small or large scale operations—can benefit from managing equipment-related tasks with a CMMS. Software can:

Track labor time

Report historical metrics

Provide real-time insights into M&R activities

Ensure parts inventory for needed tasks

The best CMMS software programs have multiple helpful features, such as a mobile-friendly UX to support workers on-the-go or multi-site functions to help align practices across a business.

Work Order request form

Having a centralized place for anyone to request a work order helps teams stay on top of needs. The best work order software will start an automated process of assigning to a technician, verifying parts inventory, and ensuring tool availability upon the request form being submitted.

work orders
Work Order List View

Work Order management

The best work order software solutions integrate with other operational departments. Inventory and supplies have a great impact on the ability to get work completed. So, too, does the expenses behind those parts and supplies. When an organization implements a work order management software solution, they’ll see improvements all over.

Work Order request lists

Viewing all work order requests in a simple list allows teams to get a better understanding of the breadth and depth of jobs. It allows leadership to gain a top-down view of what’s needed, what’s in progress, and what’s nearing completion. When all tasks are accounted for, request response time is improved.

X5 Request List View
X5 PM List View

Work Order scheduling

Planning which technician will take a task and when to schedule the work is a complex balance. A work order scheduling view allows managers to determine who has the skills, availability, and inventories to get the job done.

Work Order notifications

The most critical aspect of work order processing is being notified about the status. From received to close, being notified of the work order changes will keep leadership and management updated.

X5 Asset Detail View

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Work Order communications

To ensure that everything is understood, sometimes messages are needed. Work order software should have a way to communicate, message, or email within the platform. Keeping actions within a single screen helps users adopt the work process.

Top benefits of Work Order Software

While there are plenty of benefits organizations will see when they transition to a work order software system, there are some top items that most organizations agree upon. Certain aspects, such as dashboarding or mobile-friendly user interfaces, are critical to leadership buy-in and user adoption.

Work order dashboarding & reporting

Work request dashboarding or reporting will help leadership see the proof in the pudding. By showing empirical evidence of downtime reductions, budget decreases, or improved uptime, your leadership will be more willing to support work order software integrations and expansions.

Work requests for preventive & predictive maintenance

Leveraging connective technologies with your work order system allows you to integrate real-time data from assets. When fully incorporated, work order software can automate work order creation based on current asset status. Technicians can complete work before the asset breaks down. It also moves an organization from preventive to predictive maintenance practices.

Work orders software training & support

Whichever company you choose as a work order software provider, you’ll want to ensure they offer support and training across your usage. Not only is proper onboarding critical to successfully implementing a work order software, it will help improve adoption by users.

Mobile work order requests

Our world is increasingly on-the-go. No one stays in one place, so having a work order software system that is mobile-friendly is critical to keeping assets running and workers on the move. Not only should the system be accessible while out of the office, the interface should be intuitive and easy to use.

Maintenance as a business driver

When work orders are created in advance of a failure, operations run smoothly. When work is planned and completed when it doesn’t impact operations, the business is improved. One of the bigger benefits of work order management and associated software is how it transforms maintenance actions into a business value driver.

eMaint Customers Successfully Implement Work Order Software

“World-class maintenance is what we strive for, and world-class maintenance programs use a CMMS.”

⇒ Nichols Farm increases work order completion rates by 400% using eMaint CMMS

Christopher Kennedy, Maintenance Planner, Nichols Farms

I really like the system. If we didn’t, we wouldn’t be moving it into our other groups. People are seeing benefits from it. We’re getting better at things.

We’re getting better information. And the capabilities are seen by people and understood to be a benefit. What’s really been a big success for us is getting the information, [getting] what we need to know on how we’re operating.

⇒ Martinrea standardizes EAM across plans with 95% completion rates using eMaint CMMS.

Brent, Technical Group Manager, Martinrea Metallics

The commitments from the eMaint team to help us reach our goals, as well as the constant software upgrades are the best things about eMaint.

⇒ Cactus Drilling Co., LLC, had a goal of increasing work order completion rates, and they achieved it with a new CMMS.

Kenny Boyanton, CMMS Coordinator, Cactus Drilling Company, L.L.C.

eMaint’s Professional Services team not only provided on-site training for the entire team, but also ensured the system was configured to match our exact specifications, helping us achieve results rapidly.

Doyle L., Plant Foreman, XTO Energy Denver City, TX

Work Order Software FAQ

1. What is work order software?

Work order, or work request, software is any computer program that allows teams to plan, schedule, manage, and complete requests from internal or external customers.

2. How to choose the best work request software?

Work order software should meet your near-term needs, but also offer space for expansion of features and functionality. It needs to grow with your business, not stifle it.

3. Work order software cost?

Work order software cost varies greatly. Things that can impact cost include:

Size of organization
Number of users
Scale of integration with operations
Your budget

4. How to keep track of work requests?

Staying on top of work requests is easier with work order software, as everything is on a single screen. Managers can check on work status, monitor completion rates, and even ensure that tasks were completed by standard procedures.

5. How to issue work orders or work requests?

Work order software usually has two methods of delivering work requests to technicians. Manual entries and management is always an option, but it isn’t the most efficient. The best software can automatically determine which technicians have the most time, the best skill-fit, and is nearby the location needing service.

6. How does work order software help with audits and compliance?

A work order solution can complete digital paper trails, proof of performance to repairs, timing, and completion records/ratios

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