Gone are the days when managers scribbled out a handwritten maintenance request and a barely legible address. Or if they’re not gone, they should be. Technology has neatly stuffed that sort of manual process back into the 1980s; now, with software to back up work orders and maintenance requests, the entire process can be easily automated … and let’s face it, there’s enough to keep track of when running a business without adding the micromanagement of hundreds of work orders each year. Software can now handle it for you, giving your operations a few unexpected boosts in the process.
Accounting: Some work order management solutions enable integration with General Ledger, which means materials and labor costs can be itemized and attributed to the appropriate account. When your entire fleet of trucks undergoes a mass oil change, the cost of oil and filters can be automatically set aside from other associated costs. This helps keep accounts accurate and up-to-date.
Instructions: Clarity is fairly important when you want a job done quickly and efficiently, but scribbling out a time and a set of directions isn’t always enough. With automated work order management, employees can access pertinent job details even from the field, including conveniences such as attached documents, maps, routes, and instructions their managers may have forgotten to provide, such as a contact name or which entrance to use.
Assets: Some solutions, such as Apptricity Work Order Management, assist in tracking asset status by automatically setting assets to unavailable whenever they undergo maintenance or other scheduled work. When the job is complete, the asset is set to available once again. Integration with asset management software can further enhance these tracking capabilities, as well as provide full visibility into asset life and maintenance cycles
Simple Scheduling: Perhaps most importantly, work order management software enables managers to schedule maintenance through an automated system, rather than a notebook full of maintenance request forms. Jobs can be prioritized according to the manager’s specifications and assigned to specific employees for completion, creating an easily tracked system of accountability.