What Is Work Order Management Software?

Work order management software for repair and preventive maintenance makes it easy for location managers and centralized facilities management to place service requests, monitor real-time status updates and leave feedback on work performed. A well-designed work order management System is intuitive and comprehensive, and makes it simple to create work orders, update requests, and track completion all through a single dashboard.

 

Work Orders and Facility Management

An experienced facility manager will tell you an effective work order program is essential. Hundreds of repair and maintenance requests can funnel through a facilities management department in a single day. It’s everything from replacing hard-to-reach lighting to repairing broken equipment to parking lot snow removal. Efficient fulfillment of work orders is what keeps your locations and your brand uptime maximized.

But filling out work orders can be time-consuming and riddled with errors. (Let’s start with getting location and contact information correct!) And then there is clearly and accurately explaining the repair or maintenance issue that needs to be addressed.

By automating the work order system and accessing data already in your facilities management system, your organization can save time not only in inputting the work order, but also getting it fulfilled.

Work order management software should help your facility management:

  • Find – select the right contractor for the assignment
  • Manage – get the services you need when you need them
  • Pay – enable efficient, automated payment
  • Analyze – provide data and analytics

 

No one can plan for everything, but you can plan for routine preventive maintenance

Why reinvent the wheel every time preventive maintenance needs to be done? With work order management software your facility management team inputs the task parameters including frequency, locations, site or equipment specs, and the assigned commercial contractor.

More than efficiency; cost savings too

Work order management systems enable you to effectively organize maintenance contractor schedules. When you have multiple locations all with the same preventive maintenance needs, why make every task a one-off? Work order software allows you to effectively plan and be proactive across sites. When you reduce the time operating managers need to expend on work orders, when you save contractor time, and when you keep locations operating at 100%,  you protect your brand and your bottom line.

 

Repairs happen. So be prepared.

Multi-site facilities managers know every day it’s something new, the work orders for repairs keep flowing in. Resolving issues and getting repairs done quickly is what maximizing brand uptime is all about. And all eyes are on YOU. With work order management software you have the information and the processes already in place for fast resolution.

A work order management system should also benefit your contractors including providing access on all key reports such as open and in progress work orders, work orders pending a proposal, and work orders pending invoicing.

The Benefits of Automated Work Order Scheduling

What can automated work order scheduling do for your organization’s facility management?

Lower Costs

Reduce total maintenance spend.

Automate Reoccurring Tasks

Forecast and set routine preventive maintenance.

Maximize Brand Uptime

Keep locations at their operational and visual best.

Expedite Repairs

Promptly dispatch the right contractor to get repairs done quickly.

Increase Performance

Improve service and contractor performance.

Boost Efficiency

Improve operating and administrative efficiencies by automating your work order program, streamlining work order submission and automating contractor dispatch.

Improve Communications

More easily communicate issues regarding a specific work order, as well as the entire process – dispatch, check-in/check-out, approval, proposals, invoicing and payments.

Extend Equipment and Asset Lifespan

A well-planned and executed preventive maintenance program can prolong the life of equipment and assets while also reducing the cost of upkeep. Repairs are more costly – both in hard dollars and downtime — than preventive maintenance. Being proactive helps keep assets in consistent good working.

Unique Work Order Solutions from ServiceChannel

Only ServiceChannel’s Work Order Manager features all this:

  • Online and telephone based service requests
  • GPS onsite check-in/check-out
  • Alert notifications via email or text
  • Customized dashboard with your organization’s own look & feel
  • Mobile access to review work order status

But that’s not all our work order management system can do

Contractor Status

Contractors participate in the entire work order life cycle and keep you completely apprised on every work order. ServiceChannel also alerts your contractors when they are falling behind on their work.

Sourcing

ServiceChannel’s Contractor Directory has more than 50,000 providers primed to accept work orders from new clients. Our directory helps you find qualified providers any time you open a new location or require a new trade.

Warranty Management

Don’t pay for work that’s already covered by a warranty. ServiceChannel can send warrantied jobs to the proper vendor or internally for review it internally and set the NTE to zero to prevent invoicing.

Invoice Validation

Use our work order program to compare labor hours to the check-in and check-out data from your contractors’ mobile app or IVR. It also compares the invoiced labor rates against your contracted rates.

Paying Providers

Our work order management system allows you to make a batch payment for all approved invoices, thereby saving on administrative costs and speeding payments to contractors.

Analytical Dashboards

Get full insight into spend by trade, category, priority, and provider based on your work order history. View trends and identify outliers.

Contractor Performance Monitoring

Our work order software lets you view contractor performance across key metrics. Monitor service quality and promote constructive partnerships.

Contractor-Initiated Work Orders

Save time on repairs. With our work order system contractors can generate work orders while onsite for pre-approved types of work.

Planned Maintenance / Scheduled Maintenance

Schedule work orders, authorize via not-to-exceed (NTE) levels, verify, and validate all preventive and scheduled maintenance events.

Call Center Services

ServiceChannel’s professional 24/7 call center accepts inbound work orders from locations without Internet access, and can follow up on any emergency work order that has not been accepted and reassign it, if required.

Risk Management

Our work order management system ties into our contractor management software making it easy to monitor contractor insurance, certifications, and rates. ServiceChannel prevents contractors from getting work until they complete all requirements and alerts you when requirements are out of date or expired.

Electronic Invoicing

Contractors can invoice electronically through our work order program, eliminating paper invoices and reducing processing costs. Invoices are submitted against the appropriate work order enabling quick comparisons against work performed for more accurate approvals.

Industries

Facilities management is different in every industry,
we know what matters to you