What should be on the Work Order?
Work Orders are to be made well and free of defects. A defect in one half can throw off the rest. The following things are necessary to create an effectively functioning work order:
Scope of work:
The amount of work and the kind of work is necessary to keep in mind. The type of work determines the type of employee. Specific qualities and skills are considered.
The need for any special parts or tools to complete the jobs should be provided. Repair or replacement of all existing tools to be done. Use of extra resources or documents should be given.
Important safety procedures and precautions required to take. Also, it is important to keep in mind if previously any accidents or close calls have occurred while working on a similar problem.
You have to execute according to the date of submission. The date of submission has to be recorded.
Every task is time-sensitive. There are deadlines to cover. The dates of the deadline and the date of completion is to be mentioned.
The names of the creator of the project and the one who submitted it should be provided. The assets are necessary to mention, as well. In addition, various equipment for the task to be completed can also be put out.
Mention the number of hours taken to complete the task. The date and time of the beginning of the assignment and its end is to be given.
A checklist for the task at hand makes it all the more efficient. Additionally, it becomes a set by step guide while completing the required work. Adding task notes are useful as well.
Work order needs to be prioritized depending on how crucial it is. Detailed interpretation of the issue at hand should be provided so the work and its importance can be mapped out accordingly.
The skills required to complete a particular assignment and the efficiency of the employee all work into consideration. Then we can decide who gets assigned for what.
How does a purchase order work?
A purchase order is essentially a document that is legally binding, created by a buyer, and presented to a seller. A purchase order primarily is a list of what you want to buy. It includes order details, delivery service, payment terms, quantity, and the type of products required by the buyer.
Smaller businesses who have to purchase goods in bulk usually use purchase orders. To create a purchase order, the buyer:
- Has to write an order explaining exactly what they need and how much they will pay for the goods
- The supplier has to accept the order after agreeing that they can provide the items. If suppliers are out of stock or if the items have been discontinued, they can cancel the order.
- Then as stated, the supplier delivers the order on the agreed date.
- Then they supply a bill or sales invoice or the item, and the buyer has to pay for them.
Buyers can request to have recurring deliveries as well under the same PO numbers, especially for large shipments.
Why is work order management so important?
An efficient and organized work order management software leads a business to reach long term success. It allows organizations to manage and control current and upcoming work, which includes analyzing data, making improvements and key decisions on investments, cost control, labor costs, and meeting safety requirements.
Work order management software is intuitive and comprehensive. It makes it simple to manage the entire work order process. It discards the need for employees to manually submit service requests, automating much of the process.
Work Order Management software also helps find the right contractor for your assignment, manage the services when in need, pay efficiently and automatically, and receive advanced data and analytics.
Key benefits of Work Order Management Software:
A work order management has multiple benefits to offer you, such as:
Extended asset life:
With the help of the software, you can easily find out whether your asset is working properly or not and whether it needs any sort of support. It creates a preventive maintenance program that prolongs the life of the equipment and reduces the cost of upkeep.
Work Order Management Software takes safety into important consideration. Maintenance tasks are scheduled for safety purposes. They result in thorough observations and safety inspections.
Work Order Management software also has monitoring abilities that allow us to view the contractor’s progress ensuring increased productivity. Timely maintenance further improves perforce and optimizing of assets.
Work Order Management Software has reporting facilities that can provide a detailed assessment, which would help plan for the future. Reports of company history and expenses are provided. The reports can also help you make an informed decision.
The decrease in paperwork:
Work order management software automates the tasks, thus reducing the need for any menial tasks such as repetitive paperwork like requesting services. It automates all recurring tasks as well, which gives the employees the opportunity to focus on the company’s growth.
It reduces total maintenance cost, thus making it more cost-effective. The software helps hire reliable contractors at the appropriate price points, validates the time spent on tasks, and reduces errors from invoiced payments. This overall decreases the cost.
Work order management software helps improve operating and administrative efficiencies by digitizing the program and streamlining the submission resulting in increased efficiency.
Features of Work Order Management Software:
- Contractor Selection tools:
Work Order Management Software has tools that can help you find the most experienced, professional, and reliable contractor for high-quality work. The software includes a searchable contractor directory that has the names of the contractors, their specialties compliance statuses, rates, certifications, and insurance. With the help of this, you can make an informed choice.
- Automated Scheduling Capabilities:
The software has automated scheduling capabilities. With this, you can successfully implement preventive maintenance programs. Work Order Management systems ensure that the equipment is kept operational and no time is wasted on duplicating any service requests.
- Ability to monitor:
The software offers to monitor the contractor and viewing their performance across key metrics. It also provides reports on their performances. This includes quantitative-based scorecards, on-site arrivals and departure times, photographs and videos of worked on assets, and alerts if they are lagging.
- Payment processing:
Work Order Software Management allows payment processing by tracking invoices from the creation of the order to the delivery and payment. It provides visibility into every step of the process so you can make sure you are spending your money efficiently.
- Analytics and business intelligence:
The recognition of analytics and business intelligence is vital in good work order management software because it delivers impactful predictive views based on past financial and operational data. It helps find business-critical questions easily and make informed decisions.
- Simplified sourcing:
Work Order Management Software offers simplified sourcing that helps you find qualified providers anytime and anywhere you need.
- Customizable dashboards:
Good work order management software has customizable dashboards that give you insight into your provider history, trends, and outliers. It also lets you peer into spend by trade, category, priority, and provider based on your work order history.
- Mobile access:
Work Order Management Systems are also available in the form of applications. These allow you to create, edit, reassign, receive alerts, and monitor progress from anywhere at any time.
- Risk management:
Work Order Management software offers risk management, which deals with monitor contractor insurance, certifications, and rates so you can be sure of not getting scammed.
- Electronic Invoicing:
Work Order Management Softwares also allow electronic invoicing eliminating the use of paper and reducing processing costs.
How do organizations manage work orders using FieldEZ software?
FieldEZ’s work order management system makes your business more efficient and productive effortlessly. FieldEZ excels in deploying resources and keeping track of the various invoices raised.
We provide our customers with to see and manage all the work orders from live tracking field staff to invoicing the customer for payments all at one place. These records are accessible anywhere, at any time as well. This, in turn, increases productivity as the employees can let go of recurring menial tasks and focus on the company’s growth.
Our Work Order Management Process:
Mobile Work Order Management
Your field service staffs are the face of your company. They are the ones who are in direct contact with your customers, from being assigned a job to delivering and servicing the customers in order to cater to all their requirements. Your field service staff are always on their toes to deliver the best to your customers. While your field staff is busy doing their job and delivering the best service to your customers, our mobile application help your field service staff to keep a track of all the nitty gritties they would need in order to close a job or a ticket and to keep a track on the next ticket or customer to service. FieldEZ’s mobile application helps them to work in a more informed and calculated manner. With our work order management software, you not only make life simpler for your field staff managers but also for your field service staffs. FieldEZ’s mobile application, the work order tracking software is specially designed to provide a seamless and organised work mechanism for your field service staffs by smooth application navigation and user dashboard settings.