7 Advantages of Cloud-Based Work Order Management

A lot of the applications we use on a daily basis are cloud-based, even if we don’t always recognize it. A recent study showed that up to 96% of businesses use at least one cloud-based application with hopes of expanding their cloud reliance. Aside from the most obvious storage solutions, cloud-based software is now being developed for a variety of business needs as a way to manage and maintain data without the need for physical servers. 

Governments and organizations that have entire teams dedicated to handling work order and maintenance requests should begin considering a cloud-based work order management solution. There are many work order management applications available to keep employees and supervisors connected and up to date on daily tasks but not all are created equal. Here is a list of the features you should be looking for in a work order management system.

1. Desktop and mobile applications

Work order software that is only available on desktop can be difficult for field employees to adopt. Work order software that is available on mobile devices is far more likely to be embraced by technicians who can complete and document work in the field, and without relying on manual paperwork. 

2. Proactive scheduling

All businesses aim to solve problems before they become real issues. Preventive maintenance and repair can save you in the long run and should be an added feature in any work order management system. By allowing supervisors to proactively schedule work and create custom maintenance programs for certain assets, this will save you and your workers time and money.

3. Push notifications to the field

Quickly alert field technicians to new or updated work orders, urgent work, or schedule changes with push notifications right to their phone. Some work order applications work strictly through email which can sometimes be difficult to access in the field. Push notifications allow field workers to get quick and simple updates without logging into their email account. 

4. Ability to add attachments to work order documentation

Any robust operations management software will allow workers to add attachments and additional details to work orders and service requests. This can include pictures, form submissions, customer signatures, invoices, and any other important information that should be included and stored with the work order documentation. 

5. Built-in mapping and advanced filtering features

GPS and mapping software is a great way to see all your open work order data in one place. This can help supervisors make decisions on work order assignment, help with route tracking for field workers, and provide an easy way to prioritize work. Maps with advanced customer filters give an additional level of specificity by allowing managers to find work orders of a certain asset type, assigned technician, location, status, and more. 

6. All your work order data housed in one place

Some work order management software is simply a digital filing cabinet where you house information and details about projects but this can sometimes leave out the larger picture. Look for a solution that allows you to manage your assets and work orders as a whole, track and look for trends, manage discrepancies, and monitor progress in real-time.

7. Reporting and analytics

With all this data you are collecting in your work order management system it is crucial that you get some data in return to help improve your operations. Look for a solution that includes a reporting module that can give you insight into your procedures and give business leaders the analytics they need to make decisions on future operations adjustments. 

If you are thinking of implementing a cloud-based work order management system but don’t know where to start, feel free to contact us and speak to one of our experts today.