Managing all the work orders manually can be too much for a facility manager and his employees. But not with the field force management system, as it automates the whole process. Right from screening the work order request to assigning a technician to closing the ticket.
Companies can benefit greatly from this software as it will allow them to optimize their employees, budget, and time. In addition, with efficient work order management software in place, the administrative work gets automated and streamlined.
What is Work Order Management Software
Work order management software is a solution that allows managers to effectively assign, track and manage all work order related information through a single dashboard. Through the field force automation software, managers can monitor the real-time status of each work order, track its completion, monitor the technicians, and view the performance quality of the technician.
As work orders are riddled with errors, it can take a lot of time to address each shortcoming manually. This is where a work order management solution comes in handy as it simplifies and automates the whole process, thus saving a lot of time and effort for the employees and managers. Another reason why it’s essential to invest in a work order system is that it allows the company to serve the customers better.
Challenges That are Rendering Your Work Order System Inefficient
It is the job of facility managers 6o screen work orders, assign technicians and manage the whole process while keeping in mind the operation’s challenges and success. As easy as it may sound, it is a lot more challenging. Without a good work order management solution, the process can require much more effort and time.
Difficulty in Finding the Right Technician
One of the prime challenges facility managers struggle with is finding the right technician for maintenance service. Failing to assign the right executive can also cost the company its existing and potential customers. While selecting the service provider, facility managers must consider their bandwidth, skill set, and availability. The right field force management software can make the process much easier.
Manual Administration
A whole aspect of work order management is dependent on service providers who go from one place to another for maintenance services assigned to them. Manually managing them, as well as the administrative work, such as recording and submitting data, can lead to the inefficiency of the whole facility.
Not only this, minute details have to be focused on, like the customer’s address, availability of spare parts, the time it would take to complete the tasks, and cost estimation. All these components helo a huge scope of errors when dealt with manually. This could further complicate the process.
Low Level of Visibility
Work order management includes overseeing work orders through to their completion. Facility managers are required to monitor technicians as they complete their assigned jobs. Managers must also check that the executive arrives on time, checks out on time, and completes the work satisfactorily.
Without having visibility tools like real-time tracking, attendance management system, etc., This can cause them to resort to manually managing the employees, which, as established before, is an inefficient method.
Current System Lacks Remote Working
Depending on a work order management system that does not allow remote working can be a hurdle for an efficient workforce. They would still be required to attend the facility to take their tasks and mark attendance. This process proves to be time and effort-consuming rather than optimizing.
After all, other than streamlining work orders, the software is also supposed to help optimize the field technicians. Unfortunately, when it fails to do so, it proves itself to be obsolete.
Scheduling Conflicts
Scheduling conflicts mostly arise when facility managers lack visibility and traceability of technicians and their tasks. As there are probably hundreds of work orders to manage and execute, managers can often lose track of their technician’s schedules and the work that is urgent and predictive.
Revenue Leakage
This is a common complaint of all B2B companies offering maintenance services. Unfortunately, there are cases when certain repairing parts get lost or pilferage. The cause of this could be a lack of inventory tracking and updation. Therefore companies are paying the spare part charges blindly.
Benefits Of Using Work Order Software
Using unproductive work order software with field force management software comes with a lot of benefits that can help companies save a lot of time, effort, and money with ease. The software streamlines all work orders and screens them according to the four types of maintenance, making it easier for managers to allocate tasks and plan further steps.
Automation Of End to End Operations
With a work order management solution, you can assign work orders to the right executive or team. For example, if there is an issue with a preventive maintenance product, the system ensures that the task gets assigned to the technician with the correct expertise and knowledge to fix it.
Additionally, automation reduces double entry and ensures that the data is updated and accurate. The process is streamlined: technicians get auto-assigned tasks, complete them, and submit required documents and invoices remotely. Facility managers can track their performance directly from the mobile application.
Enhanced Accountability
Accountability is an important factor in the success of work order management software. Once assigned to an executive, the software ensures that the work order will be completed. And since all the tasks assigned are recorded along with the travel history. Gives better accountability to the whole process.
Eagle Eyed Monitoring
Facility managers using the software can track every technician’s location without calling the employees. Managers can access data and reports that accurately measure their productivity, performance quality, time taken, repair costs, stock used, and more.
Expense Management
Work order management software can accurately calculate the cost of each work order which helps the managers calculate an estimated cost of the whole process so that they can quote it to the customers. Additionally, the software automates travel expense calculation, making it easier for them to reimburse.
Seamless Integration
The best part about the work order management software is that it is compatible with every other software, including CMMS and CRM. with the help of API, the software can be integrated into the system seamlessly and further facilitate operations.
Features That will have you Manage Your Orders Better
Field force management software offers work order management solutions to help facility managers streamline work orders. The software ensures managers and employees can work and serve their customers more productively.
Real-Time Tracking of Technician’s Location and Tasks
The software facilitates managers to track their field agents in real-time with guaranteed accuracy. The status of each work order can be traced along with the completion percentage.
Custom Forms For Detailed Documentation
Documentation is an important part of the work order process as it encapsulates the entire expenditure, problem, and feedback. To simplify data capture by field technicians, field force monitoring solution offers custom forms. These forms can be used to collect data remotely and have fields that can be modified to collect data.
Furthermore, custom forms eliminate the time wasted traveling to the office daily just to submit the papers. The forms are automatically visible to managers.
Performance Analysis
Facility managers need to track the productivity and performance quality of the employees. The software-generated reports accurately depict detailed operational details, from the number of tickets resolved to kilometers traveled by employees.
Travel Reports
While calculating distance traveled, accuracy is a determining factor. Facility managers can reimburse according to the distance traveled and even allot tasks as the reports predict the route most traveled by the employee.
Bring Your Work Order System in Order With TrackoField
Now that you know how much automation and streamlining your work order system can benefit you, why not do so? The field force management system’s work order management solution is perfect for bringing order to the chaos that is your work order system.
TrackoField is a leading field employee management software with tools and features that easily help facility managers and technicians execute work orders.
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