work order management
work order management

Managing Every Work Request With Efficiency

The work request is one of the most common tasks within the facilities management industry, and it can often be time-consuming and frustrating. Mismanaged requests can lead to costly downtime and delays in the overall work order process. Therefore, there’s a significant need for an efficient, automated work order system.

Enable your team to focus on other essential functions by setting up a more efficient work order system.

The role of work requests in facility management

The purpose of a work request is to initiate a maintenance or repair activity. Often, it will serve as a basis for the work order process that can be tracked and completed by an in-house technician. Work requests are necessary for any maintenance program, but they don’t have to be complicated or overly time-consuming. When properly handled, work requests can be quick and simple and can significantly enhance the overall efficiency of facilities services.

A graphic illustrates the work order process, including task identification, creation of a work order, approval, assignment, closing, and review.

A maintenance request is one of the first steps in maintenance and work order management. Depending on an organization’s size, work requests can be as simple as a verbal ask for a lightbulb change, or as complicated as a full-scale project request form. Regardless of the scope of the work, having a well-established system for managing requests is key to keeping the facility running smoothly.

Parts of a work request

Work requests can be exceedingly detailed or sparse in their information. While too much can slow down the process, not enough can create confusion and leave room for errors. Requests should include a clear description of the problem that needs to be resolved. The more detail provided, the easier it will be to assign the right resources to the job. Some systems may also include automatic notifications that will update the requester and anyone involved about the key request’s status.

Other parts of a work request include the employee or customer name and contact information, date, issue location, and importance. Past service information about the equipment in question, the assigned maintenance worker’s name, and a deadline based on the situation’s urgency are also essential facets of a well-streamlined management system. Giving the person who made the request an estimated timeframe can often help ease any anxieties and allow them to plan accordingly.

A sample work order request template includes fields for name, date, email, phone, request details, location, category, the best time for service, due date, and urgency.

Download FMX’s free, customizable work request template to help you get started.

What’s needed for a successful work request system?

It’s essential to have a formal work request system for your facilities services program’s success. Doing so also allows you to track the status of work, view archived requests, and schedule follow-ups as needed. By implementing a digital work request solution, you can ensure that requests are sent to the right people and departments in the appropriate format and are prioritized correctly.

The benefits of work requests in work order management

There are multiple advantages to using work requests to manage maintenance activities. These include:

Better communication

A work request allows you to communicate the necessary work to a team member in a way that’s simple and clear.

Easier tracking

It provides a complete record of the work that needs to be performed, including location information. This is especially useful if multiple technicians are involved in the process. With detailed due dates, you can enable more proactive scheduling.

Improved resource management

Because you can quickly schedule and assign tasks based on severity, you can greatly increase productivity. Parts and labor can also be pre-authorized for each job, ensuring the necessary resources are ready when it’s time to carry out the repairs.

Enhanced customer service

When staff know they’ll receive an immediate response to their maintenance requests, they’ll have a better overall experience with facilities services.

Increased cost savings

Work requests can reduce costs by improving efficiency and reducing the number of work orders needed for the completion of a repair.

The work request system can also help you get the most out of your team by providing an accountability structure that can track performance and improve the quality of work.

How work order management software can streamline work requests

Streamline facilities operation and create an efficient work request system with FMX work order management software. FMX can help you improve work request efficiency by reducing the time spent managing work requests and filling communication gaps.

FMX work request software displays request tickets in desktop and mobile applications, including fields for request type, building, location, equipment, due date, followers, thermostat, and description.

By automating the work request process, you can increase response times, and your maintenance staff can spend more time on preventive maintenance and asset management. With an effective system, every piece of the puzzle is accounted for, from work order tracking to work order status and labor tracking. The results are a more efficient work order process, a safer work environment, and a healthier bottom line.

Interested in giving FMX software a try? Learn more about work order software or schedule a demo to discuss your options.

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