Work Order Software

Work order software helps businesses to stay on top of both client and internal orders. These solutions are often used for maintenance management, allowing users to track a range of requests such as performing maintenance on vehicles, equipment, tools, facilities, and various other assets. This ensures that all assets are operating at optimal performance levels and aids in the avoidance and minimization of operational downtime.  Read the full software guide...

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What is Work Order Software?

Work order software is widely used by different maintenance and service firms to facilitate the work order tracking and recording process and the reporting and analysis of data for valuable insights.

A work order management system utilizes both cloud and mobile functions to facilitate the creation, organization, tracking, completion and analysis of all maintenance requests that go through an organization’s service and maintenance department. It also enables the maintenance team and other authorized users to access, integrate and control the work order process, as well as the information associated with each work request.

Work order software is a type of solution that allows businesses and organizations to manage work orders more efficiently and future-proof their service and maintenance operation, thus helping them move away from dated maintenance tracking and recording solutions like pen-and-paper, whiteboards and spreadsheets. However, there are a number of companies out there that still rely on Excel spreadsheets to track work orders and requests. Hopefully, this guide will help them see the light.

Work order management software is sometimes integrated into comprehensive asset management systems, which are widely used by asset managers as well as maintenance teams that responsible for corporate assets. Work order software can serve as a support solution for asset management platforms because it helps asset managers record, store and organize data about each piece of equipment, machinery, tool or vehicle under their care into a centralized database. Data entries may be modified to indicate whether or not corrective repairs or standard preventive maintenance is performed on each individual asset.

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Different Types of Work Order Software

There are three main types of work order management software: the standalone work order management system, the computerized maintenance management system or CMMS software and the field service management (FSM) system.

Standalone work order management systems

This type of work order software is primarily designed with simple and straightforward objectives; assign the work request to the appropriate maintenance team or individual, track work orders and record relevant data for future insights. While relatively simple in its approach, this work order management software does allow for real-time work order tracking on a robust centralized platform.

Also referred to as best-of-breed, standalone work order solutions are tailor-made for small and midsized businesses (SMBs) that need a simple work order management system that will enable them to automate the core work order process, thus avoiding the redundant and time-consuming tasks. The simplicity of the work order software, combined with its utilization of automation technology, makes it the ideal solution for small businesses that want to complete work order requests in the most efficient way possible.

Computerized maintenance management system (CMMS)

CMMS software is a comprehensive management solution designed for asset preventive maintenance and work order management in larger companies and organizations. CMMS platforms are the more advanced and technologically superior versions of standard work order management software solutions. CMMS is a more comprehensive management system equipped with repair and preventive maintenance features designed to effectively manage entire asset maintenance processes.

CMMS software is fully capable of automatically tracking the condition of various assets, tools, machines, fleets and equipment installed and used within the company premises. The data collected from these automated status checks provide valuable insights to the maintenance department within the organization. They can use the data as reference or as a guide for future maintenance requests and to manage work orders more efficiently down the road.

The software comes with features and tools that allow maintenance teams to set priorities with regards to tasks and work order process, schedule preventive maintenance and repairs, generate maintenance reports, assign work request tickets to engineers, send email notifications to asset managers and stakeholders, provide high-quality customer support, etc. CMMS software helps large businesses streamline their entire asset maintenance process, monitor equipment heath and minimize the occurrence of equipment breakdowns and unavailability. This in turn will help improve operational efficiency and saves time and money for the organization in the long run.

Field service management (FSM) systems

Field service management systems, FSM software for short, are designed for companies and organizations that employ field workers and mobile personnel. Such businesses include HVAC repair and maintenance services, courier services, trucking, construction companies, landscaping businesses, arboriculture companies (tree trimming services), etc. Whether they are field repair technicians, sales personnel or any other type of mobile/field employee, asset managers can track them, send tasks and mobile work order, as well as measure their performance on the field through the FSM software.

These systems also enable companies to send invoices to clients remotely, organize multiple teams and field personnel working in tandem, streamline communication between the field maintenance team and HQ and share any relevant data, files and documents to the appropriate maintenance department, team or field employee. FSM software is a category of work order management system ideal for businesses that have mobile or field employees scattered throughout various locations.

How to Choose Work Order Software

When choosing the right work order software, there are a few key features that you have to consider before making a purchase decision. All the different work order management software vendors offer a number of core features that are very useful and important when it comes to asset management and the preventive maintenance and repair process.

A user-friendly system

Besides the price tag, this is probably one of the first things that potential buyers look at when it comes to software solutions, and work order software is no exception. Ease-of-use can have a significant impact to how the software is received by its intended users, which in this case is the maintenance team. A user-friendly software solution is used often and diligently. It allows for better usability and adoptability.

The deployment approach

In addition to ease-of-use, you should also consider the deployment options when choosing a work order management system. Like most software solutions, work order software can also be deployed either on-premise or as a cloud-based service. The on-premise deployment option is ideal for companies that want more customization and security from their work order management software. Just know that this option tends to be more expensive than its counterpart and your organization will be responsible for your own data and the software maintenance and upgrades.

The cloud-based option, on the other hand, is a much more cost-effective deployment approach mainly due to its subscription-based pricing structure. Most of the work order software solutions used by small and medium-sized businesses today is cloud-based. This is because they are more flexible and easier to scale to fit the current requirements of the company. Scaling with on-premise solutions is costly and may require a lot of work.

With cloud-based work order management software, you only have to choose among the different pricing plans offered, determine which of the packages suit your company requirements, select your payment option and subscribe. There are also free trials offered by most software vendors. This is a good way to get to know the product before making a purchase.

Third-party software integration

Figuring out what the key integrations the work order software offers is also a great deciding factor when you’re looking to buy this type of software. Since work order solutions often have a singular function but are of vital importance when it comes to asset management and preventive maintenance and repairs, most companies are often integrating them with existing systems in order to create a robust and centralized platform.

One of the most common solutions that work order management software typically integrates with is an inventory management system. Such systems help asset managers as well as the maintenance department keep track of all materials, tools and spare parts to facilitate the work order process.

Mobile access and support

Mobile accessibility and support is another deciding factor worth noting when you’re in the process of buying work order software. This is quite important, especially if you manage field-based employees and are constantly sending out mobile work order requests. Work order management software with mobile support is often accompanied by a mobile app that field workers can download and install in their smartphones and other mobile devices. Mobile access also enables asset and maintenance managers to look after equipment assets that are located in different facilities.

Benefits of Work Order Software

Work order software is a valuable investment for companies with a lot of assets that require regular maintenance and care. It also allows asset and maintenance managers that want to streamline their operation to save time and effort tracking down information for each individual asset. One of its key benefits, however, is the significant reduction in asset downtime.

Equipment downtime is bad for business. It usually means a company asset is out of service, i.e. it’s not making any money for the company. A work order management system ensures the health and integrity of all assets by facilitating regular preventive maintenance and repairs. This way, potential issues can be detected early on and the necessary repairs will be conducted before the problem gets any worse, forcing the equipment to be put out of order.

Another benefit from implementing work order software is having access to a comprehensive repair history of every company asset. Having a document that details the complete work order processes and repairs performed on any equipment will help maximize its resale value, which is great if you decide to replace said equipment with something brand-new.

Common Features of Work Order

API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Customer Management Manage customer databases and/or track outstanding shipments, payments and more.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Data Visualization Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Inventory Tracking Stay on top of inventory levels, to manage the storing, reordering or production of stock items.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Supplier Management Manage suppliers and purchases required in the day-to-day operation of a business.
Task Scheduling/Tracking Schedule and track tasks and deliverables in form of to-do-lists.

Latest User Reviews of Work Order Products

Hippo CMMS
Tyrone Leech
27 Jan 2016
"Asset Management Consultant"

Maxpanda CMMS
Steven Kyriakidis
27 Nov 2018
"Amazingly simple CMMS with power to boost ..."

Great mobile app (Android, iPhone, iPads tablets). It's a great investment and a huge alternative to other maintenance management so...

Condo Control Central
marshall teach
28 Mar 2019
"Gets the job done!"

The features.. it has everything our condo needs to function efficiently, before we started using them we had to do everything throu...

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