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Best CMMS Tips For Effective Work Order Management

February 26, 2021 No Comments

Featured article by Shayur Maharaj, Independent Technology Author

Mann 300x199 Best CMMS Tips For Effective Work Order Management

If you are reading this article then you are already familiar with a CMMS and its functions. Computerized maintenance management systems are useful in many applications. From work order management to resource management and maintenance scheduling CMMS have many functionalities that can be extremely helpful for a business.

However, we will look at the benefits a CMMS can provide to a business. And how to leverage those benefits to get the most out of work order management.

Before looking at how work order management can be made more effective, we have to understand the aspects of work order management and how a CMMS can assist.

Work order management can be segmented into five parts, the initiation, administration, distribution, completion, and information phase. The functions of a CMMS can assist in making each aspect more efficient.


This is the first step that addresses the issue, or possible problems, that occur within a company and where preventative maintenance will occur. It is highly advisable for the employee or inspector initiating the work order to be as detailed as possible about the request. This provides context about the problem and allows for the employer to come to a faster resolution.

Within business time is crucial. Therefore, a work order must be assigned as soon as possible. Using a CMMS with mobile capabilities can assist considerably in these instances by streamlining the initiation process. With CMMS mobile functions, employees can notify employers and the maintenance team of the possible issue as soon as it is found. Leading to a faster initiation stage and response time. How is this done? CMMS is operable through a mobile phone. After a problem has been discovered, employees can use the CMMS platform to notify those within the business and reduce the number of processes that generally lead to the initiation stage.


The administration stage is where the maintenance is arranged and scheduled. It is vital to conduct this stage with preventative maintenance as some equipment work in tandem with others, and the shut down of one can lead to others needing to stop too. In some cases, the whole production will have to stop. This challenge is also prevalent within factories and the maintenance of these facilities. This phase can be made more efficient by leveraging the capabilities of a CMMS. A CMMS allows employers to schedule maintenance work orders at the optimal time according to past data. Using a CMMS application on an employee’s phone can also make the process easier as information about the work order can be uploaded and downloaded directly onto a mobile device.


In work order management, the distribution phase refers to the assignment of work orders and resources that go toward completing a work order. By using a CMMS for the distribution process, it will be managed more effectively. If a specific employee is trained and skilled in repairing specific equipment, it will be easier to assign the task to those employees over a CMMS system. Employers can also use the system to review if they have the resources required for the work order. Allowing employees to ensure that there is always enough resources to complete the work orders at hand rather than encountering delays.


There is a common misconception that once the work order is complete the job is done. However, it is important to collect insight for future work orders and reports. A mobile CMMS can allow employees to upload their data collected from their work order. The completion process is also important to employers for their records. The information that should be uploaded upon completion of the task should include the employee responsible, the time taken and, the resources used.


Like the previous point on completion, further information is uploaded in this phase. The previous steps ensure that the work order has been completed. In this step, employers will collect information from the work order. This phase is vital for several reasons. The information collected will assist in reducing maintenance problems in the future. The data can help companies develop reports and understand what equipment may need extra attention. It also allows for businesses to understand what sort of equipment yields a higher return on investment. All of this information helps the company in the long term as they continue to grow. The type of information that must be collected should include details such as the details around the work order, the state of the machine, and the resources required.

While the five steps of a work order may seem obvious, streamlining these minor tasks saves time in the long run and creates an efficient culture within the business long term. Leveraging the functions of a CMMS also helps a company and its work orders save time. And reinforce a corporate culture that prioritizes efficiency. The tips provided will form a solid foundation for work order management moving forward.

About the Author

Shayur Maharaj, Marketing Analyst. My interests include the research of innovative business ideas that increase the well-being and quality of life for employees. I aim to make an impactful and positive change.


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