Published: April 07, 2025  Updated: April 04, 2025

How Paperless Work Orders Work For Your Maintenance Operations

In today's fast-paced business environment, companies look for efficiency without sacrificing quality. Many maintenance departments have shifted away from paper-based work orders to digital. These systems offer a multitude of advantages.

This article will:

Explain ten benefits of paperless.

Highlight how a computerized maintenance management system (CMMS) benefits.

Provide a plan on how to switch away from paper.

Why Paperless Work Orders Improve Maintenance Operations

Why should you go paperless? Part of the answer comes in the form of companies trying to move to "greener" operations. However, let's delve into those operations and see what advantages help your company.

Enhanced Efficiency and Organized Workflows

Paper-based work orders require manual data entry, routing, and filing. This leads to wasted time and potential errors. Digital systems automate these processes. Now you have instant work order creation, dispatching, and updates.

This reduces administrative burdens, frees up technicians' time for actual work, and keeps everyone on "the same page" in real-time. Studies have shown that digital work orders can improve efficiency by up to 30%.

Improved Accessibility and Real-Time Communication

Out in the field. Across the property. Or at your desk. With a mobile device, you have access to the system. You create and send work orders with details. Upload photos and status updates.

Faster communications precede the first point of efficiency.

Increased Visibility and Work Order Tracking

Did you misplace paperwork? File the reports or work orders in an incorrect location? Digital work orders provide real-time visibility. Managers can:

• Track technician progress.
• Identify bottlenecks.
• Adjust resource allocation as needed.
• View in-progress, backlogged, and completed work orders.

This level of transparency fosters accountability and allows for proactive problem-solving.

Discover how streamlined maintenance processes can elevate production. Learn more.

Lower Costs and Higher ROI with CMMS Integration

How much expense can a system like a CMMS save you? Think about the time to look for paperwork, create work orders, and deliver them. Think about the communication gained from a CMMS. Over time, how much does efficiency matter? You have labor hours for each task cut. Less search time for inventory.

While the amounts vary, proper use of the system can save you a fair percentage of expenses.

Enhanced Data Collection and Reporting

Digital work orders capture valuable data throughout the work process:

• Materials used.
• Labor hours expended.
• Equipment performance metrics.

Many of these reports come in the form of Key Performance Indicators (KPIs). Supervisors and management analyze CMMS-generated reports. The reports provide insights into:

Maintenance trends.

Identifying areas for improvement.

Improving preventive maintenance strategies.

Improved Organization and Reduced Errors

Digital work orders eliminate the risk of lost or misplaced paper forms. They also make searching and retrieving work orders a breeze. You have better information management. Additionally, digital systems can enforce data validation rules to minimize errors in data entry.

Flexible, Scalable, and Secure Digital Work Orders

Digital work order systems have the versatility to fit the specific needs of a business. They can accommodate:

• Different work order types.
• Equipment hierarchies.
• Reporting requirements.

You might have data fields you don't need but another industry will.

For scalability, find a system that grows as your company evolves.

Enhanced Security and Compliance

Digital work orders stored securely in the cloud means you worry less about data breaches and data loss. An admin can set up the parameters of who accesses information.

In addition, you have available documentation for auditors and regulators.

Environmentally Friendly

Going green? Good! By eliminating paper usage, digital work orders reduce paper waste. It minimizes the environmental impact associated with paper production and transportation. For businesses looking to reduce their environmental footprint, this offers a sustainable solution.

Improved Customer Service

Digital work orders allow for faster response times to customer requests. They also provide a platform for improved communication with customers. For example: real-time updates on work progress. Quality customer service fosters loyalty and enhances reputation.

The Power of CMMS Integration for Work Order Management

A CMMS offers the best solution for moving away from paper. It acts as a centralized repository for all maintenance-related data. You have control over:

• Preventive Maintenance: By analyzing historical work order data and equipment performance metrics, a manager forms his PM strategy.
• Inventory Management: A CMMS tracks spare parts and inventory levels. You set up an issue-return process for further oversight. Locations for parts save search time.
• Improved Reporting and Analytics: Look for a system that offers plenty of reports for all the information you input. Make sure you have enough parameters to generate the exact data you need.

Ready to revolutionize your maintenance department? Schedule a live demo today.

5 Steps to Transitioning to a Paperless Work Order System (CMMS)

Making the switch from paper-based work orders to a digital system like a CMMS might seem daunting. However, with careful planning and execution, you can make a smooth transition. Follow these five steps for success.

Define Goals and Identify Workflow Needs

Before diving into software selection, take some time to define your specific goals and needs for a digital work order system. What pain points are you trying to address? Where in your current operations do you want improvement? Identifying your priorities will help you choose a CMMS that fits your needs.

Assemble a CMMS Implementation Team

Form a team of key stakeholders from different departments (maintenance, operations, management) who will assist in the selection, implementation, and ongoing use of the CMMS. This team will champion the transition, ensure user buy-in, and provide valuable insights throughout the process.

Select the Right CMMS for Your Business

Research and compare different CMMS options available in the market. Consider factors like:

• Functionality.
• Scalability.
• User-friendliness.
• Budget.
• Integration capabilities with existing software.
• Customization.
• Individual or concurrent licensing.
• Training options.
• Customer service quality.

Request demos. Read reviews and testimonials.

Migrate Data and Configure Your System

Once you've chosen a CMMS, you input the information. The CMMS provider might offer data migration services. You might assign an individual to oversee CMMS operations. Additionally, configure the system to match your specific workflows, reporting needs, and user roles.

Train Your Team for Successful CMMS Adoption

Provide comprehensive training sessions for your maintenance team and any other staff who will use the CMMS. The training should cover:

• Basic functionalities.
• Work order creation and management.
• Reporting tools.
• Troubleshooting tips.

Encourage ongoing support and address any user concerns promptly to ensure smooth integration of the CMMS into your daily operations.

Achieve Maintenance Success with a CMMS

No paper? No problem. Digital work orders and the system behind them will help you gain efficiency, productivity, and reduced costs. Why do you need digital? Reduced clutter and better organization.

For a superior CMMS to help you on your journey to maintenance management success, call MAPCON at 800-922-4336.