How To Make The Case For Chat Work Order Software

July 23, 2020 in Maintenance Blog Posts

How To Make The Case For Chat Work Order Software

Did you know connected-workforce platforms might improve workplace productivity by as much as 25 percent? However, most organizations aren’t anywhere close to reaping the full benefits the social platforms can provide. 

These observations come from the McKinsey Global Institute report The social economy: Unlocking value and productivity through social technologies. After consulting with hundreds of maintenance teams regarding work order communications over the past two years, we’ve come to a similar conclusion: Chat-based work order software delivers most maintenance teams up to XX percent ROI. 

What is chat-based work order software, and how does it differ from normal work order software? In this article, we’ll answer these questions before providing some practical tips for getting leadership onboard. Though you already understand the value of CMMS, your boss might need some additional guidance. It’s not unusual for number-crunching executives to resist changing what appears to be working “good enough.” 

Operational managers who wish to be successful in purchasing CMMS must expose the cracks in their company’s current maintenance systems, while highlighting what could be much better.

What Is Chat Work Order Software?

Chat work order software is a Computerized Maintenance Management System (CMMS) combined with instant messaging and work order comment threads. These smartphone applications allow busy maintenance teams to streamline work order assignments, asset documentation, and ongoing communication within one location. 

Essentially, it’s the modern, ultra user-friendly version of traditional work order software, providing the same functionality plus communication. 

Make sure your boss not only understands the features of standard CMMS—work order status tracking for productivity; recurring scheduling for preventive maintenance; digital audit trails for compliance; and time, budget, and labor reporting for cost savings—but also realizes the benefits of worker instant-messaging. Here’s how Brent Tomamichel, fleet manager of Southeast Power, recently explained the value of MaintainX chat: 

“In the past, we relied on a combination of emails, voicemails, and text messages to communicate throughout the day. I was constantly checking different mechanisms to make sure I didn’t miss anything. Now I can quickly communicate with my guys and nothing falls through the cracks.”

How to Get The Greenlight From Upper-Management

1. Download a freemium work order software app

Before you make a case, you must build one. That means proving your idea—improving your organization’s maintenance program with work order software—will work by piloting a test program. MaintainX is a work order software app that can be downloaded for free in the Apple App Store and Google Play. It comes with unlimited work orders, unlimited instant messaging, and several other features that will allow your team to get started with no financial investment. 

chat work order software

Begin by tracking some of your company’s most valuable assets and implementing a realistic preventive maintenance program. Setting realistic goals allows for quick wins that build confidence. According to Reliable Plant, a whopping 80 percent of new software implementations fail because of unrealistic expectations.

You can prevent your organization from falling into that category by running a work order software test pilot. Use a freemium app that collects data on your behalf—this information can be used to make the case for a paid work order software implementation with advanced capabilities. 

2. Dive into the numbers

CMMS reporting

Work order software provides both tangible benefits (e.g. budget, investment, and ROI) and intangible benefits (e.g. improved employee productivity and customer experience). Though you should absolutely discuss the soft benefits in your presentation, spend more time emphasizing tangible gains based on real numbers. Here are some statistics from The Ultimate Guide: What Is Preventive Maintenance

Preventive Maintenance Statistics

  • Businesses save up to 12-18 percent when they invest in preventative maintenance instead of corrective maintenance. (EERE).
  • Poor maintenance strategies can reduce an organization’s production capacity by a whopping 20 percent. (PTC).
  • Using equipment to the point of failure costs 10x more than a regular maintenance program (Buildings).
  • 82 percent of businesses experienced at least one unplanned downtime within three years with each one costing $250K per hour (ServiceMax).
  • 70 percent of businesses don’t have the complete awareness of when their equipment needs maintenance. (ServiceMax).
  • Aging equipment is the no. 1 reason for unplanned downtimes as reported by 50% of maintenance personnel (2016 Maintenance Study).

Calculate ROI

Work order software helps circumvent unnecessary financial leakages. Calculate the ROI your company stands to gain by subtracting the cost of software implementation from its potential value. Those numbers will come from decreased utility costs, labor optimization, inventory optimization, reduced downtime, and increased asset lifespans. 

3. Combine your data into a presentation

chat work order software

The backbone of a good argument is a compelling presentation. Conduct a comparative analysis of how things were before adopting the freemium software and how they are now.  When making your presentation, use the A3-One Page format to organize your findings. The executive-friendly structure suggests an 8-step formula focused on problem-solving, which includes: 

  • Identifying a company issue, problem, or opportunity. 
  • Describing why it matters. 
  • Articulating a goal statement.
  • Performing a root cause analysis.
  • Outlining countermeasures to solve the problem.
  • Creating an implementation plan. 
  • Suggesting how to track plan results.
  • Updating work standards.

Not only will utilizing this format impress your boss, but it will ensure they receive all the information they need to make an informed decision. 

4. Choose the right time

Finally, don’t underestimate the importance of good timing—it can make or break your presentation. You don’t want to barge into your boss’s office right after they’ve had a heated conference call with the directors, do you? How do you ensure the timing is right? Set up a meeting ahead of time and let them know what you would like to discuss. This way, both parties will have enough time to mentally prepare for the discussion. 

“Try before you buy” work order software

The best way to evaluate anything is to “try before you buy.” MaintainX is completely free to download from the app store, and all Premium Features are free for 30 days. Our platform includes everything you need to begin creating work orders, communicating with staff, and tracking assets now. 

Click here to download the app. 

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