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Benefits of Smart Facilities Work Order Management

Smart facilities work order management means utilizing technology to reduce the hassle of handling large volumes of work order requests.

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Since today’s requests go far beyond maintenance and may include tenant-requested help, assistance with using advanced HVAC controls, reactive needs following adverse weather or even having the trash picked up, manual processes are inefficient. Unfortunately, the problems do not end there. Facilities Managers who live in a “reactive” world – chasing fires daily – need to understand the challenges inherent in traditional work order management, why smart work order platforms are superior and have tremendous value.

The Challenges of Traditional Work Order Management

Take a moment to think about traditional work order management. Someone identifies a problem. The problem is written down in a paper-based log. If the internal staff can address the need, the team will route the requirement to the appropriate department. Alternatively, if the need requires handling by someone with specialized skills, such as an HVAC technician, the Facilities Manager would need to contact field service vendors and schedule a visit. Unfortunately, this results in additional stresses including:

  • Lacking visibility into vendor costs.
  • Poor communication with vendors.
  • Ill-defined protocols for slightly deferred maintenance versus preventive spend.
  • Inadequate, if any, vendor vetting and scheduling.
  • Inadequate validation of repairs and service.
  • Payment processing delays.

Smart Facilities Work Order Management Solves These Challenges

Smart facilities work order management turns the hassle of traditional processes into an automated, digital process. According to, smart facilities work order management via a computerized maintenance management system (CMMS) that uses automated systems to route work orders, manage vendors and handle everything. Instead of trying to base decisions on an assumption, a CMMS leverages technology to help Facilities Managers make informed decisions, if not automate the entire work order management process from identification through resolution. Furthermore, using a CMMS opens the door to new opportunities for cost avoidance savings, including integration with the energy management system for marking needs as met on the preventive maintenance list, if applicable, and refining the budget for the current cycle.

Leading Benefits of Analytics and Proven Energy Management System (EMS) as an Extension of Work Order Management

The key benefits of smart facilities work order management include the use of analytics to determine the best course of action for each need. For instance, analytics can review vendor credentials, identify vendors that work most efficiently and keep track of past negative experiences. This information is used to coordinate the process and ensure a speedy resolution. As explained by FacilitiesNet, the benefits of smart facilities work order management through analytics and integrated systems include:

  1. Equipment life cycle costing.
  2. Decreased total cost of ownership (TCO).
  3. Improved energy efficiency.
  4. Increased guest engagement, using data to pinpoint trouble areas.
  5. Recognize external and internal influences contributing to costs.
  6. Streamlined field service vendor management.
  7. Reduced cybersecurity risk.
  8. Implementation of a preventive, predictive maintenance strategy.
  9. Decreased risk to your maintenance employees.
  10. Automated routing to the appropriate field service vendor.
  11. Dashboarding and reporting capabilities to optimize shareholder communication and support.

Implement Smart Work Order Management Software and Drive Efficiencies Across Your Distributed Facilities

Organizations that fail to put the power of smart facilities work order management to use will lose money and increase the stress of managing work orders. Avoid the hassle by implementing a smart building solution that integrates your facilities management and CMMS platform into a single pane of glass.

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