What is a work order management system?

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class="header-pattern-filter "></span> </section> <section class="flex flex--basic_content section-post-content mri-v2-layout" > <div class="post-container"> <div class="block__content block__content--extra-text"><p>Did you know that companies with a structured work order management system (WOMS) can reduce equipment downtime by <a href="https://www.businesswire.com/news/home/20200727005332/en/Work-Order-Management-Industry-Report-2020-2025---ResearchAndMarkets.com">20%</a>? For multifamily property managers, handling maintenance requests efficiently can be the difference between happy tenants and unexpected, costly repairs. A WOMS helps streamline everything, making sure tasks are prioritized, tracked, and completed quickly.</p> <p>In this guide, we’ll dive into what is a work order management system, how it works, and why it’s so important for property managers. From automating routine tasks to extending the lifespan of your property’s assets, we’ll cover all the essential benefits. With the right tools, you can simplify maintenance, boost tenant satisfaction, and lower long-term costs.</p> <h2>The work order process</h2> <p>The work order process is a step-by-step system that ensures every maintenance request is handled efficiently. By following each step, property managers can make sure that requests are completed on time and that resources are used wisely. A well-managed process helps prevent backlogs and keeps tenants satisfied.</p> <p>This process typically includes identifying the task, creating a work order, getting it approved, assigning it to the right technician, completing the task, and then reviewing it. Each step must be completed smoothly to avoid delays and ensure everything runs seamlessly. This organized approach is one of the key functions of a WOMS.</p> <h3>Task identification</h3> <p>The first step in managing any work order is figuring out what needs to be done. This could be triggered by routine inspections, tenant requests, or scheduled maintenance tasks. Identifying the task correctly ensures that the maintenance team knows exactly what needs attention.</p> <p>When tasks aren’t identified properly, issues can go unresolved, leading to bigger problems later on. For example, ignoring a small plumbing issue in one unit could eventually cause water damage across multiple units. Clear task identification helps avoid these kinds of costly complications and keeps everything running smoothly.</p> <h3>Requester creates the work order</h3> <p>Once the task is identified, the next step is to create a work order. This can be done by anyone involved, including tenants, property managers, or maintenance staff. The work order should include all the necessary details, such as the type of issue, its location, and how urgent it is.</p> <p>A digital work order management system makes this process much simpler by allowing requests to be submitted online. Tenants can easily submit maintenance requests with just a few clicks, and property managers can instantly track the status of each work order. This not only creates transparency but also streamlines communication for everyone involved.</p> <h3>Maintenance manager approves the work order</h3> <p>Before any work can begin, the maintenance manager needs to review and approve the work order. This step ensures that the issue is within the team’s scope and that all necessary resources are available. Approving work orders promptly helps avoid delays and ensures that the most critical tasks are handled first.</p> <p>By reviewing work orders based on urgency, safety concerns, and resource availability, property managers can stay ahead of potential problems. This process also prevents the maintenance team from being overwhelmed with non-essential tasks. In the end, proper approval leads to more organized and efficient operations overall.</p> <h3>Maintenance is assigned</h3> <p>After approval, the next step is to assign the task to the right technician or team. In large properties, there are often multiple maintenance requests happening at the same time, so it’s crucial to assign tasks based on priority and staff availability. This ensures that the most urgent issues are handled first by the right technician.</p> <p>Using a WOMS makes this process much easier. The system can automatically assign tasks to technicians, and they’ll receive notifications, speeding up the process and improving efficiency. By assigning tasks appropriately, you ensure that your team stays productive and handles requests efficiently.</p> <h3>Perform maintenance and close out the work order</h3> <p>Once the technician receives the task, it’s time to get to work. This step involves completing the necessary maintenance and documenting everything, from the tools used to the amount of time spent. Proper documentation is crucial for keeping a clear record of what’s been completed and the resources used.</p> <p>When the work is done, the technician will close out the work order. In a digital WOMS, this automatically updates the system, ensuring that all maintenance records stay up to date. This final step helps maintain an accurate history of all completed tasks for future reference and future planning.</p> <h3>Review work order</h3> <p>After the task is completed, it’s essential to review the work order. This step allows property managers to assess the quality of the work and gather feedback from both tenants and maintenance staff. Reviewing work orders also helps identify any recurring issues and areas where processes can be improved.</p> <p>A thorough review ensures that maintenance tasks were handled efficiently and met the required standards. This process also offers valuable insight into whether further improvements are needed in the system. By regularly reviewing work orders and evaluating <a href="https://www.mrisoftware.com/blog/facility-management-kpis/">facility management KPIs</a>, you maintain a high standard of property maintenance and optimize performance.</p> <h2>Benefits of work order management</h2> <p>A well-designed WOMS can significantly improve how property managers handle maintenance. It streamlines operations, enhances communication, and reduces costs. By automating repetitive tasks and tracking everything in one place, property managers can manage their teams more effectively and keep things running smoothly.</p> <p>Below, we’ll explore some of the key benefits of using a WOMS, from reducing costs to improving asset lifespans. These benefits are crucial for maintaining your property’s value and ensuring tenant satisfaction. When you understand what is a work order management system, you’ll see how it integrates with a <a href="https://www.mrisoftware.com/blog/an-essential-tool-for-key-tracking-cmms/">CMMS</a> (Computerized Maintenance Management System) to further simplify the process and make maintenance more efficient and transparent.</p> <h3>Decrease costs</h3> <p>One of the biggest advantages of a WOMS is how it can help cut costs. By keeping track of all work orders and addressing problems early, you can avoid the high costs of emergency repairs. Routine maintenance is much more cost-effective than waiting until something breaks down.</p> <p>Property managers can also allocate resources more effectively by knowing exactly where money is being spent. This helps prevent overspending on unnecessary repairs and ensures that maintenance budgets are used efficiently. Over time, tracking costs and resources improves financial planning and overall efficiency.</p> <h3>Automate recurring tasks</h3> <p>A work order management system allows you to automate regular maintenance tasks, such as HVAC inspections or landscaping. This ensures tasks are completed on time without the need to remember or manually schedule them. Automation prevents missed tasks that could lead to costly repairs later on and reduces human error, keeping everything running smoothly.</p> <p>Automating these tasks frees up property managers to focus on more critical issues. It ensures that maintenance happens on schedule, improving overall tenant satisfaction. With the system handling routine tasks, your team can dedicate more time to urgent matters while maintaining property standards.</p> <h3>Increase performance</h3> <p>A well-implemented WOMS can significantly improve the performance of your maintenance team. It provides clear task assignments, real-time updates, and progress tracking, making sure that everyone stays on the same page. This reduces downtime and ensures that urgent repairs are handled quickly.</p> <p>By tracking performance metrics such as completion times, you can also spot inefficiencies and make informed decisions about how to improve your processes. Over time, this leads to more streamlined operations and faster response times. Improved performance leads to better tenant experiences and fewer complaints.</p> <h3>Extend equipment and asset lifespan</h3> <p>Regular maintenance not only keeps your property in good condition but also extends the lifespan of critical equipment like HVAC systems, plumbing, and elevators. By ensuring that routine maintenance is performed on schedule, you can prevent small issues from turning into major problems. This protects your assets and avoids costly replacements.</p> <p>Keeping equipment in top shape means fewer breakdowns and lower repair costs. A WOMS helps keep your maintenance routine consistent, reducing the risk of sudden failures. In turn, this improves the overall value and functionality of your property.</p> <h3>Boost efficiency</h3> <p>Work order management systems boost efficiency by centralizing all tasks and updates in one platform. This eliminates paperwork, improves communication, and ensures that everyone involved has access to real-time information. As a result, tasks are completed faster, and maintenance teams can handle more work without becoming overwhelmed.</p> <p>Tracking labor hours, material costs, and work completion helps property managers get a full picture of their operations. This data can be used to make strategic decisions that further optimize your workflow. Overall, boosting efficiency with a WOMS results in a smoother-running property.</p> <h2>How do you create a work order management system?</h2> <p>To create a work order management system, start by identifying the tasks that require work orders, whether they are preventive maintenance tasks or tenant repair requests. Develop standard operating procedures (SOPs) for these tasks to ensure consistency and efficiency across your team. SOPs help streamline workflows and ensure that all tasks follow a clear, repeatable process.</p> <p>The next step is choosing the right software to automate and simplify the process. A good work order management system should allow you to manage work orders from start to finish, track performance metrics, and automate recurring tasks. Additionally, integrating your WOMS into a larger <a href="https://www.mrisoftware.com/blog/what-is-facilities-management-meaning-role-more/">facilities management</a> strategy ensures that maintenance efforts align with the broader operational goals of your property. Finally, be sure to train your maintenance staff on how to use the system effectively for long-term success.</p> <div class="article-inline-resource-card airc-82408 data-clamp-3 air-st-pop-up "> <button class="air-close" title="Close Pop-up" aria-label="Close Pop-up Facilities Management Software"></button> <div class="air-resource-type"> <span> Get a software demo </span> </div>  <div class="air-content"> <div class="air-fw"> <div class="air-cl"> <h4>Facilities Management Software</h4> <p>Leading solutions for property occupiers, owners and service providers & contractors.</p> <div class="air-cta-wrap air-fw-top"> <a href="https://www.mrisoftware.com/solutions/facilities-management-software/" target="" title="Get a demo" class="btn new-mri-btn btn-green-l btn-sm"> <span>Get a demo</span> </a> </div>  </div>  <div class="air-thumb"> <img src="https://www.mrisoftware.com/wp-content/uploads/2020/07/FM2-1.png" alt="Contractor Management Software"> </div>  </div>  </div>  </div>  <div class="air-close-layer"></div>  <style> </style> </div> </div>  </section>  <section class="flex flex--faq section-post-content mri-v2-layout"> <div class="faq-item"> <div class="iw-tab-header"> <span class="tab-toggler">How do you create a work order system?</span> </div>  <div class="iw-tab-content" style="display: none;"> <p><span style="font-weight: 400;">To create a work order system, start by defining the maintenance tasks you need to manage and setting up a process to handle them. Using a digital work order management system (WOMS), you can easily automate, assign, and track work orders, ensuring that everything is organized and transparent. Make sure to train your team so they can use the system efficiently and get the most out of it.</span></p> </div>  </div>  <div class="faq-item"> <div class="iw-tab-header"> <span class="tab-toggler">How does an OMS work?</span> </div>  <div class="iw-tab-content" style="display: none;"> <p><span style="font-weight: 400;">An OMS works by centralizing the process of creating, assigning, tracking, and completing maintenance tasks. It automates many aspects of the process, reducing manual errors and improving overall efficiency. With a digital system, you can also track performance and costs in real time, helping you make better, data-driven decisions.</span></p> </div>  </div>  <div class="faq-item"> <div class="iw-tab-header"> <span class="tab-toggler">What is the work order system for facility management?</span> </div>  <div class="iw-tab-content" style="display: none;"> <p><span style="font-weight: 400;">A work order system for facility management helps streamline maintenance tasks, ensuring that everything from repairs to preventive maintenance is handled efficiently. It ensures that maintenance teams can prioritize tasks, track labor, and manage resources effectively. 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What is a work order management system? | MRI Software