The 7 Most Important Maintenance Work Order Software Features for 2021

February 8, 2021 in Maintenance

The 7 Most Important Maintenance Work Order Software Features for 2021
Table of Contents

“Best Work Order Software Features”— these reviews all sound the same. 

David sips his morning coffee, as he flips between browser tabs. 

He was just given the green light to purchase new maintenance work order management software. Secretly, David wishes someone would tap him on the shoulder and tell him which option would increase team efficiency 6 months from now. 

David manages a team of eight technicians at an oil industry production plant. Both he and his boss want to further reduce asset downtime, increase labor efficiency, simplify work requests, and identify new cost savings opportunities. There’s just one problem: Which advertised solution truly has the features they need?

Top 7 Maintenance Work Order Software Features in 2021

Unfortunately, fancy websites, sleek copywriting, and convincing sales reps lead operational managers like David astray all the time. While the plant’s original maintenance management system provided a dependable platform for organizing preventive maintenance (PM), managing equipment data, and controlling inventory, David and his technicians didn’t enjoy using it.  

The interface was confusing, maintenance requests were hard to track, the functionality wasn’t as promised, and team members avoided using the software. Sadly, this experience is common. 

At MaintainX, we’ve spoken with dozens of managers like David—folks who invested heavily in software, only to be disappointed down the line. In nearly every case, the program features were lacking in functionality, usability, and value. Below are seven features worth prioritizing when selecting maintenance work order software solutions:

1. Mobile Usability 

You might be thinking: Does usability really qualify as a feature? The answer is a hard “yes.” Too many operational managers abandon maintenance management software because of confusing user experiences. Usability is the silent work order software feature that providers don’t talk about, but customers feel. Ease of use can be measured by evaluating:

  • Design: Is the architecture simple to navigate? 
  • Learning: Can new users quickly fulfill assigned maintenance tasks?  
  • Efficiency: Can maintenance managers easily navigate inventory management? 
  • Memorability: Do field technicians remember how to accomplish routine tasks after interacting with the program? 
  • Error Frequency/Severity: How often do users make errors while using the system? How serious are those errors? 
  • Satisfaction: Do users enjoy using the platform? 

Unfortunately, the subjective nature of usability allows software providers to sometimes overlook major design flaws. So, start with the basics: you should be able to easily assign work orders, manage work orders, and track work order requests from your mobile app without significant training. Look for proof of usability in customer satisfaction reviews like this:

Five star review for MaintainX

2. Real-Time Chat

Nothing beats face-to-face conversations. However, the large square footage of some facilities requires facility managers to stay in touch via walkie-talkie, text message, or email. Unfortunately, these communication methods are ineffective when navigating complex instructions within separate work orders. 

The easiest way to communicate regarding PMs and service requests is via business messaging platforms. In recent years, software companies like Slack, HipChat, and Lua have released smartphone apps that allow organizations to group communication threads by department, topic, and task. 

connected-workforce messaging

The communication solution is perfect for busy maintenance teams accustomed to troubleshooting unexpected asset questions. MaintainX is the only maintenance work order software platform in the marketplace that includes integrated chat within its CMMS. Maintenance team members can chat with an individual, group, and work-related channels. As reported in MaintainX’s 2019 Year-In-Review survey, “work order commenting” was voted the most popular feature by software customers.

3. Ability to Upload Photos 

Has one of your team members ever come across an equipment issue that was difficult to explain? They say a picture is worth a thousand words, and this is especially true for time-strapped technicians. 

corrective action photo circled

The best maintenance work order software programs allow users to upload photographs of assets, parts, and failures from their smartphones. The photos can then be marked up with circles, arrows, and/or text to further clarify problem spots. Finally, the photos should instantly appear within digital work orders without extraneous file attachments.

4. Recurring Work Orders 

Organizations can obtain maximum asset value by slowing down equipment depreciation with preventive maintenance (PM). Of course, PM programs depend on maintaining organized maintenance schedules and dependable recurring work order processes! Equipment manuals should be consulted to determine how often all major assets should be adjusted, lubricated, cleaned, and updated with new parts. 

work order software

Of course, the easiest way to ensure upcoming tasks are always assigned is via software with work order tracking capabilities. A solid work order management system allows management to automate the scheduling of daily, weekly, monthly, and yearly PM notifications. Managers can also select custom dates. With minimal effort.

5. E-signature Sign-Offs  

Modern maintenance work order software programs should display work completion time stamps. For example, say Carl marks his digital work order as “Completed” at 12:15 pm. His manager will see a real-time display indicating the PM has been completed. This validation of work order status completion meets most organizational needs. 

work order software dashboard

However, some organizational leaders may prefer the increased accountability of a traditional signature from a manager. Modern CMMS solutions have solved this problem by integrating e-signature capabilities. Managers can use the e-signature option when creating work order templates, and technicians can have managers sign-off using their fingers and mobile device screens to approve a job well done. This signature can take place from the manager’s device to confirm it was approved by them. Voila––a fool-proof digital audit trail!

6. Asset Management Accessibility

Does your organization maintain a large database of asset information? Maintenance departments that have been practicing preventative maintenance for a while have detailed spreadsheets chock-full of equipment serial numbers, service dates, and locations. 

You shouldn’t have to re-enter dozens of rows and columns worth of data into your new work order database by hand. Choose a CMMS provider that will either transfer your asset history into the new system at no cost or provide a convenient import feature to streamline data integration. It’s the little things that count. 

best work order software 2021

Furthermore, this information is often most valuable to the folks using the tools day in and day out. Asset history should be easily accessible from the mobile platform to reduce rework and waste.

7. Detailed Reporting 

Finally, choose maintenance work order software that includes advanced metric reporting capabilities that answer questions like: 

  • How much time did Carl spend on safety audits last month? 
  • Should we continue maintaining our HVAC or purchase a new one? 
  • Are we understaffed or overstaffed (and inefficient)?

CMMS software should cross-reference work order data by the assigned technician, asset type, priority status, time to complete, and several other categories. These pieces of information are then combined to create insightful reports that illustrate maintenance cost-savings opportunities. However, data collection is only useful when applied to meaningful business decisions. Choose a platform that automatically calculates and makes sense of important KPIs like MTBF, MTTR, and MTTF for maintenance management. 

MaintainX: Not Your Parent’s Work Order Management Software

User-friendly automation is the future of the digital era, and intuitive mobile work order apps are most definitely the future of Computerized Maintenance Management System (CMMS) software. Choosing a CMMS platform is like choosing a personal vehicle: a Ford Super D F-450 Platinum and a Nissan Frontier perform the same primary functions. However, user experiences feel extremely different. 

Work order software selection is a matter of personal preference, but some products are better than others. We encourage you to prioritize overall usability, real-time chat, photo uploading, e-signature capability, asset imports, workflow, and user-friendly reporting. MaintainX is the best digital maintenance SaaS on the market designed for mobile, tablet, and desktop interfaces. We are the only CMMS platform that handles maintenance, operations, safety, and training. 

When we say that anyone with a smartphone can download the app and get started now, we aren’t kidding. Find out why companies like Hilton, Quikrete, Marriott, and McDonald’s are streamlining operations with MaintainX. Pricing plans range from freemium unlimited work order creation for small businesses to monthly premium/per user plans for companies with more complex needs. 

Click here to download the app for free on iOS or Android.

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