How a Work Order System Can Maximize Efficiency with Limited Resources

You care about your building facility maintenance and your team. But these days, you’re being asked to do a lot more within your organization while having fewer resources than ever.

So, the question is, how do you meet demand, keep everything running smoothly, and take care of your workers? The answer may be as simple as implementing an easy-to-learn, versatile facilities work order software.

What is a Work Order System?

Before we dive too deep into this, let’s make sure we’re on the same page.

A work order system is a key component of a Computerized Maintenance Management System (CMMS - facilities management software). CMMS can also be referred to as facilities work order software. These tools allow M&O facilities teams to keep track of an organization’s capital asset maintenance program, including work orders, maintenance data, and record-keeping.

But before you choose the right one for you, consider if the CMMS software you’re looking to purchase has the following features:

Key Features to Look For

Ability to Take Photos

Taking photos of problematic infrastructure or equipment makes locating and tending to issues much faster. When an app allows you to capture and markup photos without requiring separate software or uploading methods, it reduces the risk of valuable information getting lost in an inbox or on a file server. Instead of relying on software that requires you to attach photos as a separate moving part, choose a more efficient system that integrates photo capture directly through the software.

Easy to Submit

When a work order system requires multiple steps to submit a ticket, there’s a higher chance of jobs getting lost or delayed. A good system combines all parts of your work order, including descriptions, photos, additional files, and tags, into one seamless process. With a mobile app like Layer, unique public URLs for each floor in your building allow end-users to submit digital work orders without navigating a complicated call or email system.

Assign Tickets and Set Due Dates

Working quickly and effectively is essential for successful facilities teams. Layer’s filter and tag feature allows you to assign jobs and set deadlines for team members automatically. This ensures that even if one team member becomes overloaded or calls in sick, preventative maintenance and other work orders are still completed on time.

See Results

Sometimes, it’s inefficient to keep fixing something that won’t stay fixed! The right work order software will allow you to easily access work order history on problematic equipment like an HVAC unit. Knowing repair history, team members involved, and costs helps you make a business case for upgrades when repeat issues arise.

Keep Using Your Favorite Tech

A good work order system should integrate with widely available technology. For instance, scanning barcodes with your mobile phone’s camera. Rather than finding a system with multiple one-use options, choose one that integrates with the technology you already have, making the learning curve less intimidating for your team.

All in One Place

The right work order system should organize critical documentation, checklists, notes, and photos in one mobile-friendly dashboard. Accessing all your information from your mobile phone will save you time otherwise spent managing cumbersome tools like clipboards, spreadsheets, and unorganized photos in desktop folders.

Flexibility

The key to finding a work order system is ensuring it enhances, rather than dictates, how you handle maintenance requests. The right app will allow you to customize your current system and improve the areas you need, without taking away your ability to adapt.

Integration Options

If your organization uses BIM software like Revit, it’s crucial that your CMMS can connect to it. With the right CMMS app, you can leverage your building’s data in innovative ways.

Why Layer?

A work order app like Layer is easy to use, affordable, and connects seamlessly with Revit, making it the ideal solution for your maintenance staff. Learn more >