Work Order Best Practices to Overcome 5 Challenges

No doubt about it, facilities managers have a tough job. Their work is extensive, varied, and, oftentimes, invisible to an unknowing eye; we expect facilities to be high-functioning, smooth-running, clean, and efficient, but don’t ever sit to think about all the effort necessary to keep locations this way. Facilities managers are responsible for identifying, planning, scheduling, overseeing, and evaluating all of the work that that has to be done, including managing and tracking work orders.

Importance of Efficient Work Order Management

Effective work order management is the linchpin of a well-oiled facility operation. Whether you’re managing a retail space, a sprawling industrial complex, or a healthcare facility, the ability to handle work orders seamlessly is paramount. Why? It’s not just about keeping the lights on and the HVAC running; it’s about optimizing resource allocation, minimizing downtime, and ensuring a safe and productive environment for employees and customers alike.

Inefficient work order management can lead to a cascade of problems: delayed repairs, frustrated technicians, dissatisfied customers, and ultimately, increased costs. On the flip side, streamlined work order processes translate to improved productivity, enhanced asset longevity, and a better bottom line.

Challenges Faced in Managing Work Orders

While the importance of efficient work order management is clear, achieving it is often easier said than done. Facility managers and maintenance teams grapple with a myriad of challenges that can hinder their progress. Some of the most common challenges faced in managing work orders are:

These challenges can be tackled with the right strategies and tools, turning work order management into a source of efficiency.

First and foremost, a work order is an assignment of labor. Facilities managers manage work orders by placing the work orders, and service providers – typically contracted laborers – resolve them. The process of planning, scheduling, and keeping track of all active and past work orders is known as work order management.

Work order management is not an easy process; comprehensive work order management software is important because it helps businesses keep their repair and maintenance work organized without spending unnecessary time and money.
These are some challenges associated with managing work orders, as well as details about how work order software can solve these issues:

1. Difficulty Finding Appropriate Contractors  

Facilities managers not only have to make decisions about what needs to be done, they also have to select who performs the work. This can be a difficult process, as there are countless service providers to choose from. Unfortunately, not all of those contractors are available when needed or appropriate for the task at hand.

FMs can spend enormous amounts of time searching through lists of contractors, often blind to each one’s accreditations, capabilities, and schedules. The right work order management software can make this much easier.

Some work order management software includes contractor directories, helping facilities managers find, evaluate, and hire appropriate service providers. Work order management software can also ensure compliance by validating that service providers have the correct insurance and license requirements.

2. Administrative Inefficiency

The administrative aspect of work order management – such as inputting, submitting, and recording data –when performed manually, is incredibly inefficient. Facilities managers are forced to aggregate time and focus to this process.

Work order management software however, makes it easy for FMs to virtually place service requests, monitor contractors in real-time using GPS, leave feedback on work performed, and keep all work orders organized digitally.

3. Organizing Work Orders

An integral part of work order management is keeping work orders easily accessible and well organized, since FMs often pull information from previous work orders. This can prove difficult when facilities managers are faced with the work order volume that comes with having multiple locations and extensive equipment inventories.

Work order management software helps organize past and current work orders, allowing facilities managers to quickly and easily retrieve information when needed.  

4. Scheduling Preventive Maintenance  

Scheduling preventive repair and maintenance can be challenging when asset information and contractor databases are not kept in a central, accessible location and it’s difficult to regularly schedule recurring services.

If facilities managers don’t have access to preventive maintenance capability within a work order management system, it increases the probability that needed recurring work doesn’t occur as needed. Without a mechanism to ensure required planned maintenance is scheduled, assigned to the proper provider, and actually occurs, facilities management run the risk that assets aren’t serviced properly leading to poor performance and possibly more costly repairs in the future.  Missed planned maintenance can negatively impact the customer experience as well as invoices on work never performed.

Work order management software helps FMs keep preventive maintenance plans organized, as well as input automatically recurring planned work easily and efficiently. This reduces the chances that preventive maintenance is not forgotten, equipment and locations are maintained as needed and only work performed is paid for.

5. Low Levels of Visibility

Work order management also includes overseeing work orders through to their completion. Facilities managers are tasked with monitoring contractors as they perform the assigned tasks. In order to do this, FMs usually have to travel around to their various locations and take time to ensure contractors arrive and check out on time, as well as complete the work to a satisfactory level.

The analytical capabilities of work order management software include financial, operational, and strategic visualization dashboards. These allow facilities managers to gain visibility into service data across all trades, categories, locations, and contractors to find answers to critical queries quickly.

Challenges Faced in Managing Work Orders

While the importance of efficient work order management is clear, achieving it is often easier said than done. Facility managers and maintenance teams grapple with a myriad of challenges that can hinder their progress. Some of the most common challenges faced in managing work orders are:

These challenges can be tackled with the right strategies and tools, turning work order management into a source of efficiency.

Adopting Work Order Management Software

Work order management software transforms facility operations by centralizing information and automating processes. It eliminates the chaos of scattered information sources by consolidating all work requests onto a single platform, ensuring seamless tracking and management. Automated workflows intelligently route tasks based on priority and technician expertise, while real-time visibility empowers managers with data-driven insights for informed decision-making. Mobile accessibility enhances technician responsiveness, and integrated communication channels facilitate seamless collaboration.

Work order management software’s ability to track asset history, maintenance schedules, and associated work orders enables proactive maintenance strategies, extending asset lifecycles and reducing costs. Leveraging data analytics, organizations gain valuable insights into trends, bottlenecks, and areas for improvement. This enables informed decision-making regarding maintenance strategies, resource allocation, and budgeting, resulting in significant cost savings and improved operational efficiency.

Work order management software transforms reactive maintenance into a proactive, data-driven approach, empowering organizations to achieve greater efficiency and optimized facility performance.

Additional Benefits of Leveraging Work Order Software

Beyond the core benefits of streamlining processes and enhancing visibility, work order management software offers a host of additional advantages that contribute to a more efficient and effective facility operation:

• Improved Compliance: Ensure adherence to regulatory requirements and industry standards by documenting maintenance activities, tracking inspections, and generating audit trails.
• Enhanced Customer Satisfaction: Resolve work orders promptly and efficiently, minimizing disruptions and enhancing the overall experience for occupants and customers.
• Inventory Management: Optimize inventory levels by tracking parts usage, automating reorder points, and minimizing stockouts or overstocks.
• Vendor Management: Streamline contractor interactions, track performance, and ensure compliance with service level agreements.
• Budgeting and Forecasting: Gain insights into maintenance costs, identify trends, and accurately forecast future expenses for more effective financial planning.
• Employee Morale: Empower technicians with user-friendly tools, clear communication channels, and streamlined processes, leading to increased job satisfaction and productivity.

By leveraging work order management software, organizations unlock a comprehensive toolkit for managing facility operations. From improved compliance and customer satisfaction to optimized inventory management and cost savings, the benefits extend far beyond simply managing work orders. It’s a strategic investment that pays dividends in terms of efficiency, productivity, and overall operational excellence.

Transform Your Work Order Management Today

Don’t let inefficient work order management hinder your facility’s potential. Embrace the power of technology and experience the transformative benefits of a streamlined, data-driven approach.

ServiceChannel’s comprehensive work order management software empowers you to overcome challenges, optimize operations, and achieve new levels of efficiency. From automating workflows to providing real-time visibility and actionable insights, our solution is designed to elevate your facility management.

Say goodbye to manual processes, scattered information, and missed opportunities. Partner with ServiceChannel and unlock the full potential of your facility operations!