[webinar] Embracing Digital Transformation in Maintenance & Plant Operations | March 10 at 1pm EST – Register Now

Work Order Management: Structure and Organize Maintenance Processes 

Paweł Bęś, Logistics and Maintenance Marketing Expert, QRmaint

Posted 10/22/2024

Organize Maintenance Processes

Lately we have seen companies from various manufacturing industries facing the same ongoing problem of a lack of structured maintenance processes. It is incredible how many companies rely on manual processes and work order management done in an old-fashioned way, where all tasks are handled by phone or communicated verbally and not recorded anywhere.

The need for improvement in this area is perceived exceptionally well by rapidly growing companies that require their equipment and machinery to stay up and running. They cannot afford constant unplanned downtimes. One example is the food production industry, particularly companies processing pickles. Can you imagine the disaster in revenue that downtime in the production line would cause? This because such companies operate on very low margins and any downtime can decrease revenue just like that.

In this article, we explain how to implement automated Work Order Management based on a CMMS system. We also reveal how to replace outdated approaches in your manufacturing plant and organize processes in your facilities. This material covers data management, forecasting, personnel planning, and task scheduling. So, let’s buckle up!

What is Work Order Management?

Work Order Management is the organization of the company’s processes related to the entire span from creating tasks to work order tracking. Looking at work orders more specifically and focusing solely on the manufacturing industry, we should also address maintenance operations and production planning.

Maintenance work orders are often facilitated by maintenance work order software, such as a CMMS system. On the other hand, referring to work orders for production planning, we can mention a Manufacturing Execution System (MES), which covers the following production task management.

Keeping a closer eye on maintenance operations, the CMMS system will include these features:

Work Order Creation: At this point, application users must generate requests for maintenance, repairs, service, or improvements. This element is closely related to fault reporting as this is the first stage where an issue is detected and added to a specific task to-do list.

Assignment: Now, work orders are assigned to specific technicians or teams based on their skills and availability. Whatever is required to fix, a skilled employee or service order must remove the problem.

Scheduling: Not all actions can always be taken as immediate steps. So, planning and scheduling work orders optimizes resource allocation and minimizes downtime. This is an option for preventive maintenance planning.

Tracking: Whatever is broken, damaged, or fixed can be monitored throughout the entire cycle. So, monitoring the progress of work orders can ensure timely task completion but also give more insight into what was broken, how much time the tasks required, and how much it costs.

Challenges of Work Order Management

Work Order programs are not obvious for all companies. In our experience, the lack of organization and structured processes for maintenance is a very common problem across manufacturing industries.

We collected some common challenges that pose risks to manufacturing companies’ operations. What we outline here is also pushing companies towards a well-organized process based on Work Order Management for maintenance operations. 

Maintenance Management System

Companies that have no maintenance structure or are very poorly organized need a system for managing reports. They want to implement solutions for notifications via NFC from mobile readers, and ANDON recall systems from the production line. Simply, they need to automate fault reporting with task assignments with maintenance technicianshandling customer reports and service requests.

Lack of a CMMS System

Many companies either do not have a CMMS system (but they’re aware of CMMS systems) or are using outdated solutions that limit their ability to respond quickly and efficiently. In fact, they may have a system for Work Order Management, but it could be outdated with limited functions. Many companies still use MS Excel sheets, which, even if used on MS SharePoint, are very difficult to process for less computer-savvy employees. The lack of a CMMS system poses challenges in organizing maintenance. So, companies are unable to track service activities. This boils down to huge data losses and an inability to manage preventive maintenance.

Need for Process Organization

Again, as we said above, many companies don’t have a CMMS system. They are not even looking for one, but their companies are struggling with unstructured processes. This leads to inefficiencies, so they really need a remedy for their problems. They seek solutions to streamline operations and have a more centralized system. So, tackling this challenge should also simplify fault reporting.

Limited Functionality in Current Systems

Some companies have CMMS systems that lack essential features such as inventory management or purchasing. They don’t even have crucial functions such as work scheduling. On the other hand, they are restricted by server-based systems that limit access and functionality. So, this is what manufacturing companies are searching for.

Data and KPI Challenges

Most companies lack tools for reading data and calculating KPIs. The lack of tracking key indicators, such as MTBF, MTTR, MTTF, and MTTA makes performance tracking difficult for many companies. Many see that they are losing money. Just three months after implementing a CMMS system they see a vast improvement.

Client Issue Management

Companies face challenges in organizing customer issue reports. This means that companies that produce goods for customer orders don’t have systems to help them remain more transparent. This is an issue in contract manufacturing, where companies must submit reports on progress and problems. They want to better structure and manage this flow.

Internal Processes Integration

Many businesses must plan for maintenance services to align with production planning. So, they want to establish connections between production and maintenance departments to better determine whether or not planned downtime will collide with production plans.

System Integration

Many companies already possess ERP systems for managing internal operations, but most ERP systems don’t provide very accurate work order management, and ERP systems aren’t mobile solutions. So, companies want to integrate maintenance systems that can help them give each maintenance technician access to their daily tasks. They are searching for new cloud-based software during cold calls or even want to change from some ERP solution like the one offered by SAP, SAP PM (SAP’s CMMS), to move along with a more flexible CMMS system.

Easy Implementation

Many companies don’t have digital work order management systems because they fear long-term implementation and increasing costs. This creates a massive gap between the systems provided that cannot simply process the needs of companies, especially from the point of view of maintenance workers. So, simple solutions such as mobile CMMS systems are a great fit here to maximize efficiency and shorten user training time, which, in other words, also shortens the implementation time.

cmms software helps to organize maintenance processes

Work Order Software: CMMS System for Efficient Task Management

Computerized maintenance management systems can be easily adapted by manufacturing companies searching for maintenance work order management software. One doesn’t exclude another based on your business needs. So here we outline what are the actual features of CMMS systems for Work Order Management:

  • You can check active tasks at any time.
  • You’re able to plan for detailed preventive maintenance and reactive tasks.
  • You get an ongoing overview of machine users to know who was operating and who performed maintenance last.
  • You get ongoing monitoring of tasks so you can check their status, whether they are closed, and what is still on your to-do list or in progress.
  • You can prioritize tasks and assign employees to new tasks in real time.
  • You can organize group activities (e.g., repair activities requiring more than one person).
  • The CMMS system enables you to change schedules and set deadlines in the repair calendar.
  • There is an option to organize technician tasks and control work time constantly.
  • Your employees can share multimedia within the CMMS system to take photos and videos of work in progress.

What is the best work order software to organize maintenance processes?

Maintenance work order software can be challenging to assess. We advise you to search for qualities in the CMMS system that will allow you to fulfil your needs. Some options allow you to test CMMS for free for a certain period. You can always get an idea of what is most suitable for you and if it works to use, and you can decide to go along with a full-scale implementation and organization of all maintenance processes.

Before you make your decision on a work order management system, think about these:

  • Pricing: First, find out the initial cost and, of course, the ongoing subscription fees. Please keep in mind that some companies require additional customization or implementation costs. There may also be extra costs per user.
  • Scalability: Ensure the software can accommodate your organization’s growth and changing needs. For example, next year, you may have 10 more employees and many more work orders to process. Some systems may be unable to process more operations as your business grows.
  • Intuitive Interface: It is essential to check mobility and whether the app has a user-friendly interface. This will make it easier for your team to adopt and use the software effectively. Don’t miss this!
  • Customer Support: Consider companies with firsthand experience in the industry. Research the vendor’s reputation for providing timely and helpful support. They must employ maintenance experts.
  • References: Ask for references from other organizations using the software to get insights into their experiences. It is always good to check if your CMMS provider has experience with other companies similar to yours.

Final Takeaway – Structure and Organize Maintenance Processes

Effective work order management is critical to optimizing operations and minimizing downtime in today’s highly competitive manufacturing industry. Implementing a robust CMMS system can automate processes and streamline workflows, allowing you to gain valuable insights into your maintenance operations. It’s not only about improving productivity but also about helping organizations achieve greater cost efficiency. Keep costs low and manage your daily work orders better.


avt-img

Paweł Bęś

Paweł Bęś, Logistics and Maintenance Marketing Expert for QRmaint. He is a B2B marketer with 8 years of experience in the logistics industry in the Netherlands. His work included business analysis of distribution and supply chain operations of high-tech companies in EMEA and APAC. He was responsible for directing, coordinating, planning and supervising transportation tasks and internal operations. He is currently responsible for marketing activities at QRmaint, a company that provides CMMS systems for various industries.

Picture of Brawley

Brawley

Join the discussion

Click here to join the Maintenance and Reliability Information Exchange, where readers and authors share articles, opinions, and more.

"*" indicates required fields

This field is for validation purposes and should be left unchanged.

Get Weekly Maintenance Tips

delivered straight to your inbox

"*" indicates required fields

This field is for validation purposes and should be left unchanged.