Key Features of Work Order Management System and Best Practices

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what is work order management?

Work order management is a systematic way of correctly processing work orders and completing works quickly. Work order management or job management helps businesses eliminate the complex process of paper works, which takes countless energy and is not as precise as having a system. It paves the way for various units of an organization to do their tasks on time and achieve more efficient customer service and sustainable growth. Managing work orders with a system is one of the best ways to help precise scheduling, coordination among multiple departments and accounting for almost any possibility that can arise in a job. So, if you are planning to accomplish certain tasks on time, it is best to try a work order management system.


The process of work order management

Although the job management process is necessary, it can be inefficient in many ways. All the processing, prioritizing, and job tracking are time-consuming and require much effort from staff. When you receive requests for maintenance from different sources, organizing them is so complicated, and that’s where having a work order management software seems helpful.


key features of a work order management system

What key features should you consider when choosing a proper work order management system? First and foremost, the work order management system should consider the work order from receiving requests to completion of the projects at every stage of its life. You might find these steps in a work order software or determine your actions to have a customised work order management system. Consider all phases of your works. Each step of the work can break into smaller tasks to give you the same work order management system created for your type of business. Now, let’s introduce the essential features and tools for running a successful operation:

– Built-in CRM

Utilizing a built-in CRM within your document management system let businesses to automate and level up client relationships, it allows them to build a long-lasting partnership with their clients. This feature allows businesses to manage and monitor all client’s project related data and invoicing using one simple dashboard.

 – Scheduling 

Job management software should have an automated scheduling system to ensure that you are not wasting time or duplicating service requests. Scheduling in job management reduces costs and keeps assets in optimal working conditions.


 – Quoting

Quoting management is an essential feature for organisations that automate the process of creating, submitting, and tracking quotes or invoices.

 – Email Communication between contractors, clients, office

Many businesses use emails as a basic form of communication. This arises the need to capture and save these data in a unified system such as the document management system, in order to access all the emails and their attachments in a safe place it is necessary to keep in mind that DMS solutions which are integrated with your emailing system are the answer to such needs.

 – Job form

 – Job search and filtering 

DMS solutions enable users to have defined access to job documents. By setting specific rules according to your business needs, users can easily search, filter, and access each job’s document.

– Work order status

A proper document management system let managers to monitor the activity of its users. It demonstrates all the details of an ongoing job such as task status to show the progress of the project. Even if a task encounters a challenge employees can report the problem using the system.

 – Invoicing

The other key feature of job management software is tracking invoices throughout the work order life cycle. It would be best if you could monitor spending and efficiency with work order management software. Moreover, the software should integrate with your financial solution so that the accounts department can do the accounting process and pay invoices virtually.


 – Reporting

Reporting and analyzing data are as important as managing work orders. Your job management software should present data in user-friendly dashboards that can specify trade, category, location, and contractor.


work order best practices

Now, we have gotten familiar with work order management and what key features should it have. This system is a significant need for many organisations. However, many organisations do not even have a formal work order process to make a system that can manage work orders. Work order best practices are focused on organized communication and consistency in how jobs are carried out, mostly maintenance jobs.

If you already know the importance of a work order management system, let us introduce you some of the best practices you can implement along the way:

-Create the work order request

-Approve or reject the requests

-Develop and determine the importance of work order

– Establish and follow prioritization guidelines

– Make sure the work order information is comprehensive before including it in the schedule

– Schedule the Work Order: Think about priority, frequency, and distribution when scheduling.

– Assign the Work Order: Fill in the gaps left by requesters when necessary.

– Complete and Close the Work Order: document everything


The benefits of work order software

As we introduced a job management system, it is evident that there is always a chance that something will go wrong. Each displacement or task left undone can make a disaster. The hugest benefit of a work order management system is preventing all of that. This software enables organizations to get work done, and beyond choosing a work order management software, you can design your customized one with the help of our consultants. Here are some benefits of using job management software:

1- A job management system is a centralized system for all of your work orders, tasks, and requests

2- Control users access to the data they need

3- Process and inventory tracking

4- Keeping records for improved budgeting and planning

5- Real-time data puts everyone on the same page



If you run a business of any size, you need systems that effectively improve efficiency to compete in your industry. One of the most recommendable systems is a job management system designed to be compatible with your business work orders and requirements. It’s a feature that serves to streamline business documents and makes them accessible from a central point. So it allows various departments to work simultaneously, reduce delays, reduce mistakes and improve efficiency.

A well-designed work order management system reduces the time spend for both internal and external audits. If you are looking for professional work order management designers, contact with 365 Digital Consulting. And if you seek more details of this system in a business, read our case study to find out how we solved our client’s problem in managing work orders.

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