How Facilities Management Software Streamlines Work Order Management

How Facilities Management Software Streamlines Work Order Management

By Ramesh Jangid

By Ramesh Jangid

August 14, 2023

6 min read

In today's fast-paced business world, efficient work order management is crucial for the smooth operation of facilities. Facilities management software plays a vital role in streamlining work order processes, ensuring timely maintenance and maximising productivity. This article explores the benefits of using facilities management software and how it optimises work order management.

Work order management involves the coordination and tracking of maintenance tasks, repairs and other facility-related activities. It is essential to ensure that work orders are created, assigned, and completed promptly to maintain operational efficiency and meet regulatory requirements. Facilities management software offers a comprehensive solution to simplify and optimise work order management processes.

Understanding Work Order Management

Work orders are requests or directives that specify the tasks to be performed, the resources required and the deadlines for completion. These orders can range from routine maintenance activities to emergency repairs. Work order management encompasses the entire lifecycle of a work order, from creation to completion, including tracking, scheduling and reporting.

Challenges in Work Order Management

Traditional work order management methods often rely on manual processes, spreadsheets or paper-based systems. These approaches are prone to errors, delays and miscommunication. Coordinating work orders, tracking progress and ensuring timely completion become increasingly challenging as the scale and complexity of facilities grow.

The Role of Facilities Management Software

Facilities management software revolutionises work order management by centralising and automating key processes. It provides a digital platform that enables facilities managers to streamline work order creation, assignment, tracking and reporting. Let's explore the specific ways in which facilities management software enhances work order management.

Streamlining Work Order Creation

With facilities management software, creating work orders becomes a seamless process. Authorised personnel can easily submit work requests through an intuitive interface, providing essential details such as the type of work, location, priority level and any specific instructions. This eliminates the need for manual paperwork and reduces administrative overhead.

Assigning and Prioritising Work Orders

Facilities management software allows for efficient assignment and prioritisation of work orders. The software automatically routes work orders to the appropriate personnel or teams based on their skills, availability and proximity to the task location. Priority levels can be assigned to ensure that urgent or critical work orders receive immediate attention.

Automated Communication and Notifications

Effective communication is crucial for successful work order management. Facilities management software facilitates seamless communication by automatically sending notifications to the responsible parties when work orders are created, updated or nearing their deadlines. This eliminates the need for manual follow-ups and keeps all stakeholders informed in real-time.

Tracking and Monitoring Work Orders

Tracking the progress of work orders is simplified with facilities management software. It provides a centralised dashboard that displays the status of each work order, including assigned personnel, current stage, estimated completion time and any associated notes or attachments. Facilities managers can easily identify bottlenecks, monitor performance and take proactive measures to ensure timely completion.

Read more on The Role of CAFM Systems in Tracking and Maintaining Facility Assets

Resource Allocation and Scheduling

Facilities management software optimises resource allocation and scheduling by providing a holistic view of available resources and their availability. This enables facilities managers to assign tasks based on skill sets, workload and proximity, ensuring optimal resource utilisation and minimising downtime. Automated scheduling features further streamline the process by considering factors such as task dependencies and technician availability.

Preventive Maintenance Planning

Proactive maintenance is essential for preventing costly breakdowns and extending the lifespan of facility assets. Facilities management software facilitates preventive maintenance planning by automatically generating recurring work orders for routine inspections, servicing and calibration. This ensures that critical maintenance tasks are performed at regular intervals, reducing the risk of equipment failure and minimising unplanned downtime.

Analytics and Reporting

Facilities management software provides valuable insights through analytics and reporting capabilities. Facilities managers can generate reports on various aspects of work order management, such as average completion time, technician performance, equipment maintenance history and cost analysis. These insights help in identifying trends, optimising processes and making data-driven decisions to improve overall facilities management.

Integrations with Other Systems

To further streamline work order management, facilities management software can integrate with other systems, such as asset management, inventory control and accounting software. This allows for seamless data flow and eliminates the need for duplicate data entry. Integration with IoT sensors and smart devices also enables real-time monitoring and predictive maintenance.

Enhancing Productivity and Efficiency

By automating and streamlining work order management processes, facilities management software significantly enhances productivity and efficiency. It eliminates manual paperwork, reduces administrative tasks and enables real-time collaboration among stakeholders. With fewer delays, improved communication and optimised resource allocation, facilities can operate more smoothly and maximise their operational efficiency.

Ensuring Compliance and Accountability

Facilities management software promotes compliance and accountability by maintaining a comprehensive audit trail of work order activities. This includes timestamps, user actions, and any updates or changes made to the work order. It ensures transparency, tracks compliance with regulations and provides evidence in case of audits or disputes.


Effective work order management is essential for the smooth operation of facilities. Facilities management software streamlines the entire process, from work order creation to completion, by automating key tasks, optimising resource allocation, improving communication and providing valuable insights. By implementing a robust facility management software solution, organisations can enhance productivity, minimise downtime, and ensure efficient facility operations.

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