Are you a property manager struggling to keep up with tenant requests, maintenance tasks, and repairs? Managing work orders manually can quickly become overwhelming, leading to delays, missed tasks, and unhappy tenants.
That’s where Work Order Management Software (WOMS) comes in.
This powerful tool is designed to streamline the process of handling maintenance, repairs, and service requests, helping you stay organised and keep your property running smoothly.
In this article, we’ll explore how WOMS can help property managers like you save time, improve efficiency, and ensure tenant satisfaction.
Let’s begin.
What is Work Order Management Software?
Work Order Management Software (WOMS) is a tool that helps businesses create, track, and manage tasks related to maintenance, repairs, and other operational activities. Its main job is to organise and automate the process of assigning tasks (called work orders) and making sure they are completed on time.
With WOMS, businesses can easily generate work orders, assign them to the right person, and monitor progress until the task is done. Everything is stored in one place, making it simple to manage and access work orders at any time. The software also helps teams communicate better, especially between office staff and technicians in the field, ensuring that tasks are handled efficiently.
Why Businesses Need Work Order Management Software
As businesses grow, so do the number of tasks they need to manage. Industries like manufacturing, facilities management, and field service deal with a lot of moving parts: preventive maintenance, emergency repairs, asset management, and more. Handling all of this manually or with paper-based systems can be difficult and inefficient.
Here’s why WOMS is important:
Managing Complex Tasks: Businesses often need to juggle many tasks at once, from regular inspections to urgent repairs. Doing this manually can lead to errors or delays. WOMS makes it easier by automating task assignment and tracking everything in one system.
Better Use of Resources: It’s important to make sure that the right people, tools, and materials are available for each job. WOMS connects work orders to inventory and asset management, so everything needed for the job is in place, reducing downtime.
Real-Time Updates: For businesses with field workers, staying updated on job progress is crucial. WOMS allows managers to track work orders and see real-time updates, helping them make quicker and better decisions.
Problems with Manual Systems: Paper-based systems are often slow, error-prone, and hard to keep track of. Paper records can get lost, and manual data entry takes up a lot of time. WOMS solves these issues by storing everything digitally in one central system, making it easier to find information and avoid missed tasks.
As opposed to routine maintenance, which deals with issues as they arise, having maintenance checklists helps with preventive maintenance. Preventive maintenance involves proactively inspecting and servicing systems like HVAC systems, plumbing, and roofs to catch small issues before they become expensive problems.
Preventive maintenance detects problems early, extends equipment life, and reduces emergency repairs by avoiding expensive last-minute fixes.
Types of Work Orders Managed by Work Order Management Software (WOMS)
Work Order Management Software (WOMS) helps businesses manage different types of tasks, making sure that everything from routine maintenance to urgent repairs is handled smoothly.
Here are the common types of work orders that WOMS takes care of:
1. Preventive Maintenance
Preventive maintenance involves regular check-ups and upkeep of equipment to prevent problems before they happen. This could include tasks like cleaning, lubrication, or minor fixes. WOMS helps schedule these tasks automatically, ensuring they happen on time so that equipment runs smoothly and breakdowns are avoided.
2. Corrective Maintenance
Corrective maintenance is all about fixing things when they break or don’t work properly. When a machine malfunctions or an issue is spotted, maintenance managers use the WOMS to generate a work order so that the necessary repairs can be made. This way, problems are addressed quickly, and operations can get back on track without too much delay.
3. Emergency Repairs
Emergency repairs happen when something critical goes wrong and needs to be fixed immediately. These tasks are usually urgent, as equipment failures can disrupt operations. WOMS helps prioritise these emergency work orders, ensuring the right people are dispatched quickly to resolve the issue as fast as possible.
4. Routine Inspections
Routine inspections involve regular checks on equipment or facilities to make sure everything is in good working order. These inspections can spot potential problems early, preventing larger issues down the road. WOMS makes it easy to schedule these inspections, track results, and follow up on any issues that are found.
5. Asset Installations and Replacements
When new equipment needs to be installed or old assets need replacing, WOMS manages the process from start to finish. It creates work orders for the installation or replacement tasks, assigns them to the right teams, and tracks progress until everything is completed. WOMS also ensures the right tools and materials are ready to get the job done efficiently.
Key Features of Work Order Management Software
Work Order Management Software (WOMS) includes several helpful features that make it easier for businesses to manage tasks and keep things running smoothly. Here’s a look at the key features:
Work Order Creation and Assignment
WOMS automates the process of creating and assigning tasks. Based on factors like equipment health, scheduled maintenance, or service requests, the software automatically generates work orders and sends them to the right people. This saves time and ensures that tasks are handled quickly without anything slipping through the cracks.
Real-Time Job Tracking
With real-time job tracking, businesses can monitor the progress of every task. Managers can see where field technicians are, track job status, and check when tasks are completed. This live tracking helps ensure work gets done on schedule, and any delays can be dealt with right away.
Prioritisation and Scheduling
Not all tasks are equally urgent, so WOMS allows businesses to set priorities for each job. Urgent tasks can be moved to the top of the list, while regular maintenance can be scheduled accordingly. This feature helps make sure that important issues are tackled first, and nothing important is overlooked.
Mobile Access for Field Technicians
Field technicians can use mobile devices to access their work orders, update job progress, and log details when tasks are finished. This direct connection between the office and the field means everyone is up to date without the need for paperwork or phone calls, improving communication and speeding up job completion.
Asset and Inventory Management
WOMS also keeps track of the equipment and tools used for each task. It links work orders to specific assets, helping businesses stay on top of equipment maintenance. Plus, it manages inventory, ensuring the right parts and materials are available when needed, preventing delays.
Reporting and Analytics
WOMS provides valuable insights through reports on job completion times, technician performance, and costs. These reports help businesses spot areas for improvement, streamline operations, and make better decisions based on real data. With this information, companies can boost efficiency and reduce costs.
In short, WOMS has key features that help businesses automate work order management, improve communication, and make better use of resources, leading to smoother operations and less downtime.
Benefits of Work Order Management Software
Work Order Management Software (WOMS) offers several benefits that help businesses run more smoothly. Here’s how it can help:
Increased Efficiency and Productivity
WOMS automates the process of creating, scheduling, and assigning tasks, which speeds up job completion. By generating work orders automatically and making sure they go to the right person, WOMS helps get more done in less time. This boosts productivity and ensures resources are used effectively.
Reduced Downtime
WOMS improves preventive maintenance by scheduling regular checkups for equipment. This keeps everything in good shape and reduces the chance of unexpected breakdowns. With better maintenance, businesses experience less downtime and fewer disruptions to operations.
Improved Communication
With real-time updates, everyone stays informed about job progress without needing to rely on phone calls or emails. WOMS keeps teams connected, making communication faster and more efficient. This helps avoid confusion and keeps everything on track.
Enhanced Accountability
WOMS tracks every task from start to finish. This helps businesses monitor technician performance and make sure work is completed on time. It also provides a record of job history, so you can easily see what’s been done and when.
Cost Savings
By streamlining tasks and reducing the need for manual work, WOMS helps businesses save money. It cuts down on unexpected repair costs and reduces administrative overhead, leading to long-term savings.
How to Choose the Right Work Order Management Software
Choosing the right Work Order Management Software (WOMS) is important to help your business run smoothly. Here are some things to look for when making your decision:
Features to Look For
Make sure the software has the key features you need, such as:
- Customisable Work Orders: The ability to adjust work orders to fit your specific tasks.
- Mobile Access: Technicians should be able to access and update work orders from their phones, keeping everyone connected in real time.
- Real-Time Tracking: You should be able to track the progress of jobs, technician locations, and completion times as they happen.
- Integration with Existing Tools: Check if the software works well with other tools you use, like CMMS, ERP systems, or inventory management tools.
- Reporting Capabilities: Make sure the software can generate useful reports on things like task completion times, costs, and technician performance.
Industry-Specific Solutions
Different industries have different needs, so choose software that works for your field:
- Manufacturing: This might need features for managing equipment and scheduling preventive maintenance.
- Healthcare: This could require tools for tracking compliance and safety standards.
- Facilities Management: This may need integrations with systems like HVAC or lighting for smooth operations.
It’s important to pick software that fits your industry’s specific requirements.
Usability and Training
The software should be easy to use, so your team can quickly learn how to navigate it. Look for software that offers support or training, especially during the onboarding process. Simple software means faster adoption by your team, saving time and effort.
Budget and Scalability
Finally, consider the cost of the software. Make sure it fits your budget, but also think about the future. Choose software that can grow with your business, whether that means handling more work orders, assets, or users as you expand.
When choosing WOMS, look for key features, industry-specific tools, ease of use, and a solution that fits your budget and future growth.
Common Challenges When Implementing a Work Order Management System
Implementing a Work Order Management System (WOMS) can make your business run more smoothly, but there are some challenges that may come up along the way. Here are a few common ones and how to tackle them:
Resistance to Change
One of the biggest challenges is getting your team to embrace a new system. People are often used to their old ways, whether it’s paper-based processes or manual methods, and may be hesitant to try something new.
It’s important to explain the benefits clearly, like how WOMS will make their jobs easier by reducing paperwork and improving communication. Offer good training and support to help them feel comfortable with the new system.
Data Migration
Transferring your old data (like work orders, asset details, and maintenance schedules) into the new system can be tricky. You don’t want to lose important information during the switch.
Work with your software provider to ensure a smooth transfer of data. Start with a small test batch to make sure everything transfers correctly before moving all your data.
Integration with Existing Systems
If your business uses other systems like ERP or inventory management, making sure the new WOMS works well with them can be challenging. Poor integration can lead to data silos, where information gets stuck in one system and isn’t shared with others.
Make sure you choose a WOMS that easily integrates with your existing tools. Get your IT team involved early to ensure everything works together smoothly.
Customisation Needs
Every business has its own way of doing things, and the standard setup of WOMS might not fit perfectly. Figuring out how to customise the system without making it too complicated can be tough.
It’s a good idea to look for software that offers flexible customisation options. Work with your provider to make sure the system matches your needs without making it overly complex.
Training and Adoption
Even after the system is in place, getting everyone to use it correctly can be a challenge. Without proper training, employees might not use all the features effectively, limiting the benefits.
Provide clear and simple training for everyone using the system. Offer ongoing support, like easy-to-follow guides or videos, and encourage feedback so you can adjust the training as needed.
Cost Concerns
Setting up a WOMS can come with upfront costs for software, customisation, and training. Some businesses may worry about whether it’s worth the investment if they don’t see immediate results.
The simple answer is ‘Yes’. Decision-makers need to focus on the long-term benefits. Explain how the system will save time, reduce downtime, and cut costs over time. Track these improvements to show the value of the investment.
Addressing WOMS adoption challenges early can lead to a smoother implementation and help your business get the most out of the system.
Over to you
In today’s busy world, having a Work Order Management System (WOMS) is key to keeping your property maintenance business running smoothly and efficiently.
While there can be some challenges when setting up a new system, the benefits are well worth it.
A good WOMS helps automate tasks, improve communication, and streamline your operations, making it easier to manage maintenance and repairs.
i4T Maintenance is a great solution that helps tackle common challenges like supplier compliance, broken workflows, and handling tenant service requests quickly and efficiently. It’s designed to simplify work order management and make your property maintenance business run better.
Want to learn more? Book a demo today and see how i4T Maintenance can help your business!
FAQs
Work Order Management Software (WOMS) is a tool that helps businesses create, assign, track, and manage tasks like maintenance, repairs, and inspections. It automates these processes, making it easier to stay organised and get tasks done efficiently.
WOMS boosts efficiency by automating task assignment, tracking jobs in real-time, and improving communication. This helps get tasks done faster, reduces paperwork, and makes better use of resources.
Businesses in industries like manufacturing, facilities management, healthcare, and field service benefit from WOMS. It’s especially helpful for managers, technicians, and teams handling maintenance and repairs.
Yes, most WOMS can connect with other systems like ERP, CMMS, and inventory management tools. This makes it easier to share data and keep everything running smoothly across departments.
Look for features like customisable work orders, mobile access, real-time tracking, integration with other tools, and reporting capabilities. These features help streamline tasks and improve workflow.
