5 Benefits of a Work Order Management Software


Managing a facility with multiple equipment types, each requiring extra attention and care, is hard work. As a facility manager, you might need to juggle between the countless maintenance tasks and coordinating technicians and schedules to keep everything up and running. More and more facility caretakers have recently started taking advantage of work order management and maintenance software benefits to automate and streamline their operations.

There are countless advantages of integrating work order management software with your facility, including:

1) Reduce Repair Costs

One of the highest recurring costs of managing a facility is repair costs. After all, machines can break down unexpectedly and require partial or complete replacement. As repairs are often random, they’re difficult to monitor. However, efficient CMMS can help you track repair histories, catalog components, and streamline servicing equipment from scheduling regular maintenance and checkups to assessing equipment health.

By incorporating specialized software to monitor your equipment and machinery and alert you of existing conditions, you can prepare for faults in advance. Ordering the right parts well before you need them cuts back on shipping costs and helps you take advantage of manufacturer offers and discounts. Additionally, booking a repair or maintenance session with a technician is much cheaper and more guaranteed than emergency appointments.

2) Extend Equipment Life

There’s no better solution to saving time and money than extending equipment life. Work order maintenance software tracks your equipment and machinery, following all minor issues and performance reports. It estimates your equipment’s remaining life expectancy and allows you to schedule regular automated maintenance to extend its life with minimum expense. Additionally, the software alerts you before a part of the machine is likely to break, reducing downtime and failure rates.

3) Coordinate Technicians

Juggling the different technicians your various equipment requires is incredibly time-consuming and leaves room for human error. Using specialized work order management and maintenance software lets you easily schedule maintenance appointments with the right technicians early and without settling for expensive alternative or emergency appointments. 

By integrating CMMS into your facility, you can set up push notifications that provide you and your assigned staff with repair and appointment alerts and automatically schedule a designated technician as soon as failures occur.

4) Avoid Redundancies

The most prominent problem facility managers face with equipment and complex maintenance is accidental redundancy. After all, it’s easy to mistakenly double-book technicians or book two separate technicians for the same appointment, which can be expensive both as a single incident and a reoccurring one. 

With proper CMMS integration, you can avoid redundancies by relying entirely on automated software to manage your schedule and prevent maintenance redundancies. It can also help you align your schedule with the maintenance you booked to avoid rescheduling and cancellation fees.

The same applies to spare and replacement parts. The bigger the facility you manage, the easier it is to accidentally order two of the same parts and then need to store or return the excess. There’s also the risk of mistakenly thinking you ordered some necessary parts, only to find that you forgot when it’s too late.

5) Reduce Waste

Whether you’re interested in reducing your facility’s waste for environmental or economic reasons, work order and maintenance software is critical. For one, it eliminates the need for paper documentation, allowing you to directly enter your data logs digitally and convert old paper documents and reports into digital form for easier management and efficiency. 

Another factor is ordering and storing spare parts. Suppose you know when your equipment is likely to break or malfunction. In that case, you can schedule your spare parts order close to the incident’s estimated occurrence, instead of ordering them months prior and having to provide adequate storage.

In addition to reducing waste, you can also use CMMS to help you minimize unnecessary material waste. By closely following up your equipment’s consumption of resources and parts, you can optimize the use of certain chemicals and recycle raw elements such as metal and glass, and reduce their overall consumption of energy.

A One-Size-Fits-All Solution

While you might need to customize your CMMS to suit your facility’s needs and challenges, it’s necessary for all types of work facilities and can provide you with countless benefits. 

Whether you organize large-scale operations or work in a small facility, using work order and maintenance software ensures efficient operations, all while wasting less time, energy, and resources. While it’s never too late to integrate CMMS into your facility, the longer you wait, the higher your losses will be and the more work it’d take to get back on track.