CMMS Work Order Management: What You Need to Know

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While work order management can be simply defined as the timely and organized processing of work orders, it can often turn out to be a tedious and complex process consuming countless hours. Computerized maintenance management software, commonly known as CMMS software, automate these processes heavily, thereby resulting in a streamlined workflow for orders across the board.

Even though CMMS maintenance software can perform a host of tasks, it can be customized to fabricate the exact work order management system needed by the concerned business problem.

Benefits of Incorporating Work Order Management Software

When it comes to assisting maintenance managers on effective management and tracking of maintenance requests/activities, CMMS software brings the following positives to the table:

  • Efficient Inventory and Asset Management
  • Taking cumbersome paperwork out of the equation
  • Management of work orders in a neat and punctual manner
  • Scheduling periodic maintenance tasks and reducing downtime
  • Establishing compliance to regulatory standards and ideal workflow practices
  • Increasing overall throughput via increased productivity

Significance of CMMS Work Order Management in Organizations

When a work order is created, it can present itself in a variety of ways. It can be an order for maintenance services to be performed within an organization or as a periodically scheduled job to maintain buildings, equipment, and other apparatus.

Once the work orders are prioritized, work order software eases the decision-making process by factoring in resource availability, tool availability, and part availability.

Moreover, it actuates the formulation of detailed job steps as to how each job will be performed. This acts as a crucial functionality that keeps track of regulatory or insurance purposes.

The visual aids put forth by an appropriate CMMS equip plant managers with the ability to analyze trends based on historical data and detailed analytics. They can then identify weak-links such as low productivity, inflating costs, or constant repairs.

Such real-time information proves to be a difference-maker during key decision-making procedures in the organization.

The culmination of all the aforementioned functionalities drastically reduces unplanned repairs and downtime. This, in turn, saves money and time for the organization while also improving equipment uptime and overall safety.

CMMS at your Fingertips

mobile cmms

With the advent of the CMMS mobile app, field technicians and maintenance managers can design work requests on the go and receive push notifications whenever a task is assigned.

They can easily highlight overdue work orders with a few taps and handle work orders on the basis of priority.

One of the issues that were the inability to log data onsite can no longer cripple productivity. The app also eliminated the need for double data entry where technicians have to log work order related information on paper, followed by entering the same data onto the CMMS on a desktop.

Speedy Deployment

Its fast deployment is the primary benefit of using a CMMS. A SaaS solution gets ready to use within a few minutes, unlike a traditional CMMS app that takes very long to install and implement. Unlike old and conventional CMMS applications, a SaaS CMMS solution hardly needs any kind of training for maintenance teams. Usually, they are built on the basis of common applications and are extremely easy to understand and use, especially for first-time users. In short, the configuration of the SaaS CMMS is almost instantaneous and needs just a few clicks to import its data, invite users, and start using the program and all its features.

Reliable Backup and Protection of Data

Your data stays safe and still accessible regardless of what happens to your work computers, mobile devices, and systems. All the data stored on a SaaS server is better secured against instances of file corruption, malicious hacker attacks, and sudden data loss because SaaS companies prioritize protection and backup protection.

In short, it is much more reliable, stable, and affordable to select a SaaS or cloud software versus a local deployment. And if any part of the hardware fails, because the program is stored on several devices on a virtual cloud, another kicks in seamlessly without any service failure.

Furthermore, you don’t have to wait for your IT guy to come and change the hardware and re-install the CMMS from a recent backup.


CMMS Work Order Management is a clear alternative to the “fix it when it’s broken” approach as it equips the maintenance manager with the ability to look at an organization’s equipment as a whole and create a clear roadmap for preventive maintenance.

Also, it is a downright upgrade over the labor-intensive paper system with limited history. This is mainly because when viewed from a higher level, CMMS is basically a data management system, where the data comes from the completed work orders.

After closing of a work order, this data revolving around assets repaired, costs, wrench time, and time to completion is then processed into detailed and readable reports which can be used by department heads.