QSI Facilities Blog

How Facilities Managers Can More Effectively Manage Facilities Work Orders

Posted by QSI Facilities on December 04 , 2017

Managing facilities work orders might seem like a full-time job, but modern technology is making the process easier. Instead of sitting with a pen and paper and “guesstimating work order management,” use these tips to make the process easier.

Take Advantage of Digital Solutions for Managing Facilities Work Orders

The rise of the cloud and advanced software platforms have revolutionized standard management for facilities work orders. A computerized maintenance management system (CMMS) is a one-stop shop for submitting, identifying, analyzing and tracking facilities work orders, reports Dan Hounsell of FacilitiesNet. A CMMS can be deployed across large areas and multi-site portfolios, gathering data from devices connected to the Internet of Things (IoT). Thus, this allows for effective, comprehensive management of facilities work orders.

Schedule What Is Doable

Another factor in the effective management of facilities work orders is realistic scheduling. It is impractical to assume your team can effectively complete all work orders without reviewing the unique factors impacting the work order.

For example, is the work complex, will it require more than one person to complete, and if so, how quickly can the job be complete? Consider these factors when scheduling personnel to complete the work. In other words, schedule only what is doable with your existing resources. This will help prevent delays resulting from assumption-based scheduling

Prioritize Work Orders

Prioritization makes up another aspect of effective facilities work order management. Some maintenance tasks may be delegated or earmarked for completion next week or during the next service call. However, emergency and urgent tasks may require a reworking of the existing maintenance schedule. Prioritize work orders by the most impactful maintenance need first, explains FacilitiesNet, but it is important to not get into a habit of continually deferring minor issues in favor of more pressing issues. If the Maintenance backlog is not decreasing, your total cost ownership is increasing.

Consolidate Access to Information

Sometimes, having too many people working with work orders complicates the process. Rather than giving all employees access to your CMMS, limit access to managers and appropriately trained staff, such as on-site maintenance professionals. This will help to reduce the creation of erroneous work orders.

Keep Shareholders Informed

If your maintenance backlog continues, additional help is needed. This could include outsourcing facilities management activities and maintenance to a third-party, such as QSI Facilities. However, gaining approval from shareholders for hiring of outside agencies and workers is only possible if they understand your position. In other words, keep shareholders informed of your existing maintenance needs.

Leverage Analytics for Continuous Improvement

Modern CMMS platforms often have built-in analytics, which isolate opportunities and risks, part of the Six Sigma methodology, to allow for continuous improvement of work order management. Analytics can also be used to identify trends within similar work orders and create recommended scheduling or areas likely to be impacted next.

Partner With a Proven, Trusted Company for Effective Management of All Facilities Work Orders

Figuring out a way to scale up management of facilities work orders is complex, but it is possible. If your organization is experiencing trouble with the scheduling and prioritization, as well as completion of your ‘facilities work orders’, consider working with a proven, experienced company that uses a data-based CMMS. To learn more, visit QSI Facilities online.