July 30, 2019

Digital Work Orders Revolutionize Maintenance Processes

digital work orders

Every contractor knows things break. Machines fail, and productivity and work grind to a halt. It happens. A simplified method for recording and communicating maintenance orders across your organization gets things back up and running fast. So, answer this: What does your team’s maintenance method look like? Does it include Digital Work Orders?

Chances are, it involves handwritten work orders recorded on paper (if they’re recorded at all). With paper ticket in hand, your employee must hunt down a maintenance tech. Then, your tech has to find the machine on one of your jobsites, travel to it, and before you know it, you’re two weeks behind schedule on a project because servicing your machine was an inefficient, inconvenient process. 

Your team loses thousands of dollars every additional day a project is delayed. That’s why it’s imperative your team has a maintenance process in place that prevents machines from breaking down and streamlines the work order process.

Traditional maintenance is inefficient.

Contractors still handle maintenance the way they’ve always handled it, and that includes writing work orders by hand and delivering them manually to technicians. 

There’s no visibility around this process.

Maintenance and service departments don’t have full control or knowledge over which machine is broken down, where it’s located and what the work order entails. To top it off, techs don’t have an easy, instantaneous way of getting the information they need to properly service the machine. 

There’s a better way to service your assets and solve these common productivity problems. It comes in the form of digital work orders.

Digital work orders streamline maintenance.

An inefficient maintenance process only hinders your team’s chances of completing projects on time. The Digital Work Orders feature from EquipmentShare Track gives your service team full control and visibility around the maintenance process. 

The first step to transitioning to a better maintenance plan is by ditching the paperwork. After that, here’s how your team can use Digital Work Orders:

On Desktop


On Mobile


On Tablet

How to Create a Work Order

  1. When an asset needs service, pull up Track on any internet-connected phone, tablet or computer, and generate a Work Order.
    1. In Track, you can create a Work Order from the Service tab in Track’s main menu or from an asset’s detail card. 
    2. In Link (the Track Mobile App), create a Work Order from the main menu or by clicking on an asset from your list or Map and selecting Work Orders.
  2. Enter detailed info about the service that’s being performed. 
    1. Describe the problem or work needed. Add photos if necessary.
    2. Indicate the urgency of the Work Order and whether it’s a hard or soft down.
    3. Assign a technician, and add any relevant tags to the Work Order. 
  1. Once submitted, the work order is instantly available for the tech to review. He or she receives an alert informing them that the work order has been assigned. Immediately, the tech can see all the relevant information compiled on the work order.
  1. The tech marks the order as “received,” and you get an instant notification to confirm.
  2. The work ticket is saved within Track so your team can access it quickly and easily.
  3. As service technicians work, they can add time-stamped updates and keep track of the time they spend on each machine. 
  4. When they’re finished, technicians record the solution and mark the Work Order complete. All of these details are saved in the Digital Work Order, creating a historical maintenance record and streamlining service communication.

Digital Work Orders cut down the amount of time it takes for your workers to identify available maintenance techs and relay work order information. Saving time isn’t the only benefit of Digital Work Orders, though.

Improve efficiency across the board.  

Digital Work Orders drastically eliminate communication issues across your organization in addition to making the overall maintenance process more efficient. In turn, your team can avoid unexpected maintenance delays, stick to project deadlines and get more done. 

Digital Work Orders clear communication roadblocks.

It’s difficult to communicate important service info on a traditional, paper-and-pen work order for simple reasons. What if the handwriting is illegible? That can slow down the approval of the work order, confuse technicians and make records useless. 

If work orders are unclear and notes incomplete, then your tech can’t properly service the machine and work is delayed further.

Don’t open your team up to these risks. Instead, record service information legibly without writing a single word by hand through Track. It’s easy to generate a complete work order from your phone or tablet as we detailed above.

A Digital Work Order allows you and your team to write tickets quickly, easily and legibly. Additionally, your tech is notified as soon as the ticket is submitted. 

With a push alert to his or her device, they’ll know instantly what needs to be done. This eradicates communication challenges by allowing anyone on your team to quickly relay urgent maintenance needs to the right people.

Digital Work Orders are easy to access.

The downsides of traditional work orders recorded on paper? They get lost in the shuffle or tossed in the trash. 

This is no way of recording important information that keeps your team’s jobsite running.

Digital Work Orders are recorded and saved instantly to the cloud, so you and your techs can access the work order whenever, wherever, from any internet-connected device. With a digital copy saved within Track, you’re never caught in a bind caused by paper maintenance tickets.

Digital Work Orders give real-time and historical data.

Digital Work Orders allow techs to easily see which machines need maintenance and the current status and severity level of open Work Orders. On the Track dashboard, you can view the asset in question and all of its information. With real-time knowledge, techs can start working quickly. 

Plus, your techs, service managers and fleet managers can communicate back and forth within each Digital Work Order. Technicians can give updates on its repairs and track repair status in Track, adding each note and update to the Work Order’s history. This allows techs to prioritize important jobs and perform thorough, complete maintenance.

Not only does Track provide your team with real-time information, but it also collects machine data to create a historical record for all of your assets. Easily and quickly pull up an entire log of past maintenance, planned servicing and a comprehensive list of any issues the asset has had in the past. 

Armed with historical maintenance information, your team can make educated decisions and predict when each asset should need servicing. This helps your team plan maintenance, which prevents unexpected downtime. 

Digital Work Orders help techs track down assets.

Many techs waste valuable time trying to find the asset they need to service, especially when equipment is spread across multiple jobsites. With Track, your techs won’t have to hunt down the machine they need to service. Instead, your techs can see the asset’s GPS location and get down to business fast. 

Digital Work Orders prepare your maintenance team to perform rigorous maintenance quickly and efficiently by providing them with machine data, historical maintenance information, GPS location and easy-to-access records upfront. 

Most importantly, Digital Work Orders can help you save money.

Digital Work Orders make preventative maintenance easy. And preventative maintenance costs 3 to 4 times less than reactive maintenance does. 

  • Historical maintenance records help your team predict breakdowns for each asset. The more information you understand about how a machine runs, the better you can spot warning signs of failure. 
  • By predicting breakdowns, your team can act swiftly to prevent machine failure.
  • Your team can easily schedule service and maintenance in advance and receive alerts and notifications when it’s time for a machine to be serviced. 
  • With historical data, maintenance alerts and real-time knowledge of how assets are running, your team can successfully predict problems, plan maintenance and prevent unexpected downtime.

Without preventative maintenance, your team experiences:

  • Decreased levels of safety at the jobsite. Without properly maintaining machines, you can’t predict how or when your machine will fail and potentially cause harm to operators.
  • Increased risk of machine failure during both normal events and dangerous jobs.
  • Increased maintenance costs in the long run. Running equipment until it fails will inevitably incur more damage, and consequently higher repair costs, throughout the life of your assets. Preventative maintenance saves money and extends machine life. 

The largest benefit of preventative maintenance is the money your team can save by keeping machines in top condition and keeping projects moving. 

Reactive maintenance — performing maintenance only when needed and not to prevent breakdowns — is 3 to 4 times more expensive than preventative maintenance, and firms spend 80% of their time reacting to maintenance issues instead of them.

Track’s Digital Work Orders feature is just one way EquipmentShare helps your firm spend time more wisely and save money. Digital Work Orders improve communication and efficiency at your jobsites in addition to saving your firm money when it comes to repairs and maintenance.

By transitioning to this streamlined maintenance method, your entire firm can work more effectively. It’s time for your team to put down the pen and paper once and for all, and log into Track.

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