WebRTC Expert Feature

September 28, 2020

10 Benefits Of Using A Digital Work Order System To Enhance Productivity

The necessity of a digital work order system has become clear with the massive market place competition & fluctuating economy. With tons of high-tech wizardry, the work order system has evolved over the years. Before we jump into the process of boosting efficiency with the digital work order system, let’s first discuss what it means.

What is A Digital Work Order System?

A digital work order management is a digital process that contains all the information of your regular worksheet such as labor cost, materials, schedules, etc.

With the help of a digital work order system, you can keep track of the work that you have already done. You can also focus on the recent top priority work & plan your future tasks efficiently.

Difference Between Traditional And Digital Work Order System

Lots of industries & farms are still dealing with the work orders traditionally. Their work order life cycle comprises many steps & they have to maintain these steps sequentially.

At first, they receive the work request via various mediums. After approval by the admin section, they assign the work to the technicians. After completing the job, technicians submit the invoice to the billing section & wait for payment.

Have you ever wondered about the wasted time and extra cost in each of these steps? If you can avoid those frictions in each work order cycle, you can save 20-30% revenue yearly.

A digital work order system lets you keep track & control everything happening around the industry with just a few clicks. You can manage projects, schedules, maintenance routines, and keep track of all the expenses and assets with the help of digital systems like CMMS.

As a result, you can save a tremendous amount of time, and reduce unnecessary expenses.

Down below are the 10 ways a digital work order can boost efficiency-

1. Replacement of Paperwork

First, you get rid of all the hassling paperwork if you start using the digital work order system. Although it’s tough for people who are used to filing cabinets to switch to a digital system right away. But it does offer freedom.

Going with the conventional way always had the risk of your documents not reaching the destination. It’s tough to tell whether the critical paper is left in someone else’s portfolio or shoved into others’ pockets.

With the digitized approach, you don’t have to worry about all your data’s rearrangement & safety.

2. No More Information Loss

The most crucial problem of the conventional work order system is the risk of losing information. You can’t expect your fieldworkers to come to the office every time to report after completing a task.

That is time-consuming and you can never guarantee that your work isn’t prone to error while reporting.

With the software, there’s no chance of putting the wrong info or missing out on the required data. Moreover, you can end the back & forth email updates & initialize an updated, accurate & complete information referencing system with these real-time web communications.

3. Offline Work facility

You may wonder how your associates working on the field will use the software if there’s no wireless network?

Rest assured, this software has offline modes too. You can update your work & save them in your device, both in online & offline mode.

When you have a data connection, you can sync and upload them.

4. Solve Poor Penmanship Issue

Every company has some people with bad handwriting. You may have encountered the same problem. Most people don’t pay heed to this issue. But it can severely affect your bottom line if the senior authority has poor penmanship.

The digital work order system holds paramount importance in avoiding such unforeseen setbacks. Some software even provides a stylus, which will eventually make it legible (except signatures).

5. Manage Duplication Effortlessly

Statistics suggest that 43% of businesses think excessive paperwork is the primary time waster in industry. Sometimes the paperwork becomes redundant too. When you track work orders through the spreadsheet, you may have to input the same data repeatedly.

With the use of the digital work order system, you won’t have to worry about duplication. Once you enter information, it becomes visible to all using the real-time web communications. 

6. Ensure Legal Accountability

The most significant achievement of the digital work order system is providing fair accountability. With paperwork, anyone can alter information. As you can’t trust anyone blindly, how will combat this situation? The digital work order system can be your answer.

 With every data input in the software, you can see who has made changes & when. You can check all the records or modifications by the technicians & the customers simultaneously. This also gives you legal protection.

A lot of medical equipment services use digital systems because it makes abiding by the rules of FDA and ECRI much easier.

7. Seamless Back End Connection

The digital work order system allows you to integrate all the forms & work orders into your company’s system automatically.

Your employees will receive work orders faster than ever & won’t miss any paperwork. You can create digital forms according to your internal need & manage accountancy efficiently.

You can immediately reassign an employee to someone else’s position who has shown a poor performance. With the automation capability, you can set rules for the workflow, upload your signed orders to management authority, reply to clients, & so on.

8. Extended Equipment Lifespan

Reactive & preventive maintenance are two of the most important terms in the industry.

You can take reactive measures when any equipment fails suddenly. The preventive measure means the regular check-up of equipment and frequent change of small parts.

You can set routine follow-ups for preventive maintenance.

9. Track Work Progress

When you assess the overall operational price, you need to know every cost regarding labor, supply, outside contractors, etc. The digital work order system helps you track these costs across time. Therefore, you can make informed & quick decisions about allocating funds & resources. 

10. Maintain Information Safety

The sole purpose of the digital work order system is to make information accessible, but not universally.

That said, you don’t want your technicians to know how much you are getting from the deal. Tools like Excel offer such privacy. You can create separate files and provide access to selected individuals.

Final Thoughts

Digital systems are not without flaws. Data can be damaged, lost, or even hacked. But compared to its many benefits, it still is a better alternative than storing piles of paperwork. It improves efficiency in the workplace and reduces costs over time.

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