Optimise Your Work Order Flow
Long live work orders
Work orders are used on a daily basis by numerous service and production companies to manage workload, schedules, processes, and resources related to various parts of the operation. There is a surprisingly large number of manual, paper-based systems still in place, which are doing little in the way of saving time and resources, optimising planning or improving communication for teams and organisations.
Paper-based system challenges
Aside from the actual order taking and tracking, one of the biggest challenges of using manual systems to manage planning and scheduling is updating orders, which is a very frequent occurrence. The entire production plan needs to be adjusted accordingly and the plant has to be informed, in turn reshuffling resources and production schedules. Tracking the changes in inventory, supplies, equipment and workforce can turn into a tactical nightmare if it all has to be done manually in every location the change needs to be reflected and followed up on.
Digitise Your Work Order Processes
Using operational efficiency and lean manufacturing principles can significantly streamline production processes and operations and help you realise sizeable savings. Tools like work order software, tracking and management systems – whether they are out-of-the-box or custom-built – means the difference between getting buried in paperwork and manually tracking all jobs vs. having this done digitally and spending valuable employee time on more sophisticated tasks, such as forecasting, resource prioritisation, inventory allocation and restocking.
Improving business by replacing traditional processes with an app
For dynamic manufacturing or service businesses and workers outside of the office and without access to a desktop computer or a laptop, a mobile app could prove the best way to revolutionise operations right where they happen – on the go. PegusApps built an app for SkyLift that digitises the entire work order cycle from A to Z, reducing the need for paperwork dramatically, optimising their work schedule and improving the communication between office staff and employees. The app also reduced costs drastically and increased work efficiency and was swiftly embraced by the SkyLift workforce, for whom it has become an invaluable tool in getting their daily jobs done.
Paper can be better
If you aren’t yet ready to go fully digital, there are some analog tools you can use to improve efficiency still. For example, Kanban boards are visual aids that can help enhance workflow. There are two types of boards you can use in this case: boards for sticky notes or whiteboards, which can also be virtual. Physical boards are typically better for teams who work together face to face, while online boards are preferable for virtual teams. Kanban boards essentially help visualise the entire workflow, fine-tune processes, set and accomplish goals more easily.
Taking the first step(s)
No matter which stage of the process of digital transformation you are in, tools like custom ordering systems and apps can help you save a ton of time and headaches. As a first step, we would like to take a look at how operations can be improved at your organisation and whether automating certain processes will help you in the short run. Then, once simpler tasks have been streamlined, we can look at devising a longer-term plan, where you can reap even bigger benefits from digitising your entire work order flow through a process of phased transformation.
Change takes time but is inevitable and much needed to keep costs low and stay competitive. We can help.
Copywriter: Ina Danova