Whether you run a maintenance shop in a hospitality business or take care of the maintenance in a large, facility, one thing that can almost bring things to a halt is lost paperwork. Production may not stop entirely but it certainly has an effect on things getting done in a timely manner.
The Paper Method
For instance, let's say that you have a task that has to be done by your maintenance worker. With the old way of doing things you probably had a paper pad that had tear off sheets with an area for the task, the worker's name, time, etc. Or worse, you simply wrote it on whatever was at hand. Now if that paper got lost you may not know if the work was done, who did it, or what time it was completed. Worse, the worker may not get the paperwork in the first place and the job wasn't done at all. This not only affects time management but it can lead to misunderstandings within your staff because no one wants to admit that they were the one that lost the task sheet or worse, someone gets blamed for not completing a task that they never got in the first place.
With computer maintenance management software, all of the lost communication and paper trails are a thing of the past. How it works is that you start off with an online work order form where you can include the task type, the building area, room number (if applicable), details, your name as the person that entered the task, etc and everything is electronic. The employee assigned to the task gets the note via computer, mobile tablet, kiosk, or any web-enabled device such as a smartphone.
The Real Benefit
What is great is that the employee can view their tasks wherever they have access to the cloud through a web browser which means they can see what needs to be done no matter where they are at in the facility or even away from work. Since there is automatic syncing then every time an order is updated, it's updated for everyone to see so if employee one does the task then employee two can see that it's finished and not have to worry about it if it is a task that any number of employees can do.
The part that the person entering the tasks sees includes a task number, the status of the task, task class if applicable, an email address if needed, date created, date modified, room number if applicable, duration, notes, who to assign it to, vendor, etc. This makes it easy to have all of the information you need in one spot, with no lost notes.
Assigning tasks without lost paperwork has never been easier than when using the right computerized maintenance management software package.
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