Having a work order system in place is critical to the day to day function of your business. And it only makes sense to use work order software to maximize the efficiency of your system. But when you experience a quick increase in your workload, it is very easy to let rules and best practices slide, thinking that you can streamline the process. But cutting corners and trying to save time will only result in lost efficiency and ultimately lost productivity and revenue. Sticking to these three best practices will ensure that you are getting the most out of your work order software and your business.
Many employees might believe that the old way is the best way. They have years of experience using paper and hand-written work orders and when rushed, they tend to want to revert back to old habits – they feel a certain level of comfort and ease with the old manual system. But that does not save time, as it will require double work at some point. The digital work order will need to be created to keep the work order software data accurate.
It’s also easy to get in a rush and think that you will fill out a work order later. Again, this is in an effort to save time, but can lead to many other issues down the road. If you forget to create the work order, then your inventory will not show the items that you used as depleted from your stock, which could cause you to run out of a part or material. And if your work order software is configured to generate your invoices, then you might not be getting paid for the project that has no work order. It is very easy to think that just one little task will be easy to remember and document later, but it is also easy to forget. Those tasks and missing materials can quickly add up if several employees are skipping the normal process. Remind staff that it is in their best interest to be accurate and to always complete a work order for every task because that is how you monitor their productivity and value to the company.
Most work order software solutions can be configured to complete many tasks other than just tracking the progress of a project. The software can be used to automatically update inventory so that you will know how much of any given item you have in stock and also when to reorder. You can even set up your work order software to remind you to reorder when inventory reaches a certain number of items left on hand. An additional feature that you can use with your work order software is invoice generation. Once a project is completed, the software will automatically generate an invoice for your customer to reduce the time that you need to spend working on billing. In conjunction with the invoice function, many types of work order software will also track hours invested in the project to determine profitability and worker efficiency.
Implementing these three best practices will ensure that you are gaining the most benefit possible from your work order system and as a result, maximizing your profitability.