Maintenance is an essential part of any manufacturing facility. When your business operations rely heavily on assets and equipment, you cannot afford to have unplanned downtime. It’s not just a problem with manufacturing, even hotels, restaurants and office buildings need equipment to be working whenever it’s needed. When something inevitably breaks, speed to respond is absolutely critical. This is where work order software can be of great help.
When dealing with maintenance requests, you essentially have two options: assign a work order manually or use software. Research shows that more than 50% of companies use computers and tools for maintenance management today.
This is because work order software comes with many benefits and features that you simply can’t get with traditional manual maintenance management. Good work order management software simplifies work orders by letting you create and assign work orders instantly.
You can also track work orders easier than ever – some software solutions update the status in real-time. You can also get access to powerful analytics and reports that would otherwise take a lot of time to compile manually – assuming you can read your technician’s handwriting.
If you’re planning to use a work order software or if you’re interested in switching from manual work order management to computerized work order management, this article is your best resource to everything work order software.
You won’t just get a list of software to choose from – rather you’ll learn how to evaluate work order management software, how to choose the right one for your organization, and review the best work order software on the market today.
What is Work Order Software?
Work order software helps manage work orders. You can create, assign, and track work orders with your team with ease. A great work order software solution won’t require you to dramatically change your workflow, rather it just facilitates your existing processes to happen within the software.
Work order management software will help you create work order forms which you can track right from creation to completion.With the right work order tool, your maintenance managers and ground-floor team can complete work orders quickly and at less cost.
MaintainX, for instance, does an exceptionally great job at work order management. You can create unlimited work orders, assign them to your team, your teams can access work orders from their mobile or computer, real-time updates and notifications are enabled, and its analytics tool lets you generate reports with a few clicks.
Everything works smoothly, automatically, and right on time.
Types of Work Order Software
Work order management software come in different types and forms. Not all organizations like using CMMS tools for work order management so there is always room for different software.
1. Simple Work Order Software
These are the specialized tools that are specifically developed for work order forms and management. This type of standalone work order software will help you create, manage, and track work orders only – nothing extra.
Standalone software is best suited to small businesses that don’t want to complicate processes and prefer simplicity.
A Computerized Maintenance Management System (CMMS) tool is more comprehensive and manages your company’s entire maintenance and repair system including work order management.
A work order management tool that comes with a CMMS tool is often used by large-scale organizations that are geographically dispersed. CMMS tools also focus heavily on managing critical equipment preventative maintenance schedules and asset history.
Field Service Management (FSM) tools are typically used by companies that have service teams working out in the field. Some of these tools are optimized to support invoicing clients for completed work. FSM tools come loaded with work order management tools that let you share work orders with your teams in the field right on time.
FSM work order software is helpful if you have to work with distributed teams that are located in different areas.
Work Order Software Features
Finding the right work order management tool becomes easier if you know what to look for in work order software and how to evaluate and compare different tools.
Here’s a list of some of the key features that your work order software should have:
Work Order Form Creation
The first thing that you should look for in a work order software is its ability to create and manage work order forms. After all, it’s the core feature.
Does it let you upload your own work order forms? Does it provide you with work order form templates? Does it offer web-based and mobile-responsive forms? Does it allow you to modify work order forms in real-time?
If your work order software offers you with these and other related features, you’re in good hands. One of the key features is unlimited work orders. This feature helps you move in the right direction without any fear of utilizing your work order limit. It’s a key feature for business looking to growth fast.
Work Order Tracking
The best work order software lets you track work orders throughout the process. You can prioritize work orders, re-assign them, schedule them, track time and cost, and asset tracking.
Tracking cost and time for work orders individually is a great feature that helps you prioritize work orders and helps with cost-reduction. If a high-cost work order is being delayed, you can send a notification to the assignee or you can increase its priority level in the system.
Most businesses need to perform routine inspections or preventative maintenance at specific intervals. Automating those work orders can be a huge time saver and help prevent important maintenance or inspections from being forgotten.
The ability to create recurring work orders and auto-assigning similar work orders to the right employees are a couple of ways your software can automate work order forms.
This is a must-have feature for any work order program. If your work order software doesn’t have a mobile app, employees will always need access to a computer to update the progress of work order and it gets challenging for workers in the field – who often rely on paper print outs to stay organized in the field.
A software that is accessible from both desktop users and mobile users should be your top priority in selecting a work order software. Mobile accessibility empowers your team to collaborate from the field and complete data entry in real-time. It also keeps everyone on the same page and allows your workforce to become more agile in the field if things change throughout the day.
Mobile accessibility is also critical for providing important information that would otherwise be impossible to retrieve from the field. For instance, if a field worker needs to look up the asset history or how to perform a specific procedure, that information can now be accessible from their fingertips.
Lastly, if your software allows workers to upload photos from their phone, it can increase accountability and make collaboration a piece of cake.
When you use a work order management program, it should help you aggregate your data on asset management, downtime, cost, time, repair, materials, labor, and more. A powerful analytics feature will help you with decision-making across all levels and provide insights that would otherwise be difficult to spot.
You may determine that a certain machine has been breaking down more frequently than similar machines and needs to be replaced to prevent a breakdown. Analytics and reporting can also help you identify which team members are most efficient and which ones may need additional training to become more productive.
Best Work Order Software of 2019
With these features in mind, here is a list of the best work order software of 2019 that will help you create, track, and manage work order forms seamlessly.
MaintainX is a complete work order management software solution that is easy enough for anyone on your team to pick up and use. Even on the MaintainX free plan, you can create unlimited work orders, invite unlimited users and create unlimited assets and locations. Creating, customizing, and managing work order forms is hassle-free with its intuitive design and form making mechanics.
One of the best features of MaintainX is the built-in collaboration that empowers your team to work together via comments on Work Orders, easily accessible asset history (who worked on this machine last?) and its built-in messaging app. When your team’s communication and messages are centralized in one place, it easier for employees to collaborate, stay on the same page, and work more efficiently.
MaintainX supports multiple devices and can be accessed from any internet enabled device, mobile, and tablet. It also offers native Android and iOS apps that empower team members to access, collaborate and update work orders on the go. For the first time, you’ll have full transparency of your entire team’s workflow.
Users can upload photos and annotate them (draw on) for clarity on requests, or problems in the field. Your employees can also upload photos of the equipment as proof of completion when they mark the work order complete.
Lastly, every action in MaintainX is time-stamped and recorded which creates a full audit log of everything your team has done and when they did it. Accountability across your team has never been easier.
Here is a list of the major features and benefits of using MaintainX work order software:
- Custom Forms for procedures, inspections and work orders
- Super-fast and simple work order form creation
- Repeatable work orders
- Work order tracking, audit log and reporting
- Unlimited messages
- Unlimited assets and location
- Work order automation and scheduling
- Mobile apps and cross-device accessibility
- Photos and PDFs upload feature
- Third-party tool integration
Jobber is a field service software that offers an end-to-end solution for service businesses. Its work request and scheduling tool are exceptionally great for businesses that want to stay connected with their teams in the field. The scheduling software helps you assign tasks, clients, and sites to your teams in the field. When a new customer order is received, you can instantly update in the schedule app, assign it to a relevant worker, and that’s it.
It comes with a drag-and-drop calendar that makes creating new work orders, assigning them, and scheduling them super-easy and fun.
It has a work request feature that lets you get work requests from clients and convert them to a job which can be assigned to an appropriate worker in the field.
Interested in using Jobber? Here are some of the major benefits that you’ll get with their work order software:
- Scheduling app for work order management
- Job forms and work requests
- Mobile app
- Drag-and-drop calendar for work order creation
- Reporting and analytics
- In-app text messaging service
- Push notifications
- Upload photos and files to work requests
ManagerPlus offers complete maintenance management software that comes loaded with several features. The work order management tool generates work orders automatically based on a preset schedule.
Work orders can be assigned to the field agents who get notifications on their mobile apps. Yes, ManagerPlus comes with mobile apps that make work order assignment and tracking easier. It also supports messaging and comes with a powerful asset management feature.
It also has a built-in CRM solution that helps you manage clients and vendors right from your CMMS dashboard. This feature lets you update your clients and vendors on the progress of their work orders.
Here is a list of the major benefits of ManagerPlus work order software:
- Create work orders with a simple form
- Assign and track work orders
- Complete work order management
- Asset management
- Mobile app
- CRM solution
- Third-party integration support
- Reporting and tracking
UpKeep is a CMMS tool that comes with work order software that lets you create and manage work orders easily. You can create simple work orders and recurring work orders which can be assigned to the right employees.
It has a mobile app that lets your technicians update work orders right from the site. When a new work order is assigned to an employee, you can send a push notification too. All work orders have a priority level.
The automated workflow assigns work orders to approved technicians automatically. This means you don’t have to assign new work orders to the same technicians every single time.
Here is a list of the major features that you’ll get with UpKeep’s work order software:
- Work order management solution
- Work order creation and
- Automated workflows
- Time and cost tracking
- Mobile app
ServiceMax is a field service management tool with an intuitive work order management software that’s perfect for businesses in the service industry. You can integrate the work order tool with CRM tool which lets your clients create service requests that are converted to work orders.
It has a drag-and-drop work order assignment tool that makes work order creation, tracking, and management super-easy. Work orders can be assigned to multiple employees and all of them are notified immediately through push notifications.
The major features of ServiceMax include:
- Easy-to-use work order management
- Create work orders with a drag-and-drop builder
- Work order scheduling, assignment, and tracking
- Mobile accessibility
- Reporting and analytics
The Right Work Order Software for Your Business
Finding the right work order software for your business gets easier if you know your requirements. Ask yourself what exactly you want from your work order management tool. Is it work order form creation? Or, do you need a full-feature maintenance software?
List your requirements and then evaluate the work order software by comparing their features. For instance, if you know you need to create custom procedures and forms and want your employees to upload photos of the site and equipment, you should look for a product that makes work order form creation and collaboration simple and seamless. (e.g. MaintainX).
If, however, you’re in the service industry and want a complete solution to managing your work orders as well as CRM, invoicing, payments, dispatching, and work requests, you should consider Jobber.
Choose the work order software that’s right for your business, fits your business strategy, and then implement it. Good luck!