Benefits Of Web-Based Work Orders vs. Work Order Templates
The key to executing an effective maintenance plan is an trustworthy system for scheduling and dispatching work orders. Is your organisation one of the many that manages maintenance on spreadsheets or paper-based work order templates? While these methods may be functional for some, there are numerous challenges that can arise in efficiency, reliability and more.
There are a host of maintenance management improvements that are only possible through implementation of a Computerised Maintenance Management Software (CMMS) solution. We compiled a list of benefits of utilising a web-based work order system over work order templates or spreadsheet-based methods.
Automate & Streamline Processes
In a fast-moving maintenance environment, you need a maintenance management solution that can keep up. It is impossible to automate information recorded on paper work orders, so a staff member must be tasked with manually updating and managing information. This can nearly be a full-time job.
Save time by automatically charging material requirements for preventive maintenance to work orders as they are produced. CMMS solutions also help to establish processes for work requests, with automatic approval and assignment based on work type. Schedules can be changed in real-time using the PM Manager tool, allowing mass changes without having to meticulously alter each individual schedule.
Avoid Missing Due Dates
Constantly referring to spreadsheets and post-it notes to determine what work needs to be completed can become very unmanageable. Remaining compliant with internal and external audits is of the utmost importance for organisations across all industries. Without a CMMS to provide automated reminders/alerts when a work order or PM task needs to be completed, for audits or otherwise, vital work will slip through the cracks.
You can also automatically send customers, tenants or staff email alerts when a request is accepted or rejected to keep them aware that they are the top priority, and that their requests are being responded to quickly and efficiently.
Access Historical Data at Your Fingertips
CMMS solutions provide the user with extensive historical data on important assets, work orders, scheduled preventive maintenance and more. Without that data safely at a maintenance managers fingertips, regulatory compliance and audits can be very challenging.
Use the power of reporting, archiving and preventive maintenance tools within a CMMS to help pass audits and meet compliance standards for quality, environmental, energy, food safety, and more.
Scale Your Business Effectively
Profitable growth is a major goal for most organisations, and spreadsheets and paper-based solutions do not grow with an influx of labour. As businesses extend their reach, basic maintenance management systems become harder to organise, track and maintain. It’s like finding a needle in an ever-expanding haystack.
As your maintenance department grows or shrinks, your CMMS solution can be adjusted to better meet your needs. Within a single system, organisations are enabled to access and share data and inventory across multiple locations. Easily add or remove users, and there’s no need to invest in additional servers as needs change.
Eliminate Human Error
With a whole team of maintenance technicians entering information on paper, human error becomes a daily challenge. This can lead to an incorrect record of spare parts, a lack of up-to-date work procedures, and an unclear understanding of what work still needs to be completed.
Rather than relying on tribal knowledge or paperwork, with a CMMS, you can attach Standard Operating Procedures (SOPs), instructions and other safety documentation to a work order. Technicians can access this information in the office and on-the-go, and everyone on the maintenance team will consistently follow the same procedures.
Understand & Manage Backlog
Without an intuitive work order management system to keep track of requests, project status and more, there is no surefire way to know what critical work is still in the queue, and what work has already been completed. This leads to wasted labour hours, and general disorganisation.
With a CMMS such as eMaint, your team will have to ability to stay up-to-date with all work progress, and more efficiently use labour resources. View reports and dashboards or list-views of all open work orders categorised by type, technician, department and any other user-definable field. You are also enabled to establish workflow processes for the submission, approval and rejection of work requests.
Managing maintenance on work order templates and spreadsheets worked for organisations for years before the advent of the Internet. However, with the power of a CMMS, you can take your work order management to the next level and experience benefits that were previously impossible. This includes process improvements such as reducing duplicate data entry, eliminating human error and keeping up with due dates. It can also help organisations adapt with the pains of an evolving business by allowing you to scale your business effectively, and assess historical data anytime, anywhere.
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