What is a work order?

A digital work order is able to allow the management of teams to be done in a simplified and automatic way, even helping in the demand of external tasks.

In many work situations, the relationship between a company and its clients goes far beyond the direct purchase of a product and it is necessary to specify certain conditions that will establish the service that a company is going to offer.

When that happens, it is required to formalize a series of details that will guide the company’s actions, so a document is used to record that information. This document is called a Work Order and, both in its paper and digital versions, are essential for the correct execution of the work associated with it.

As we have seen, a work order is a document that contains all the specifications for a company to perform a certain service to its clients . Normally, it is printed on paper with a copy for each of the parties involved. However, with the advent of digitization, they are now widely used in that format.

How to make a work order?

To create a work order, you can always use paper or different office tools. However, as the company grows and the number of customers increases, it is necessary to implement a more advanced system. A work order typically includes the following fields:

A work order is a document used to record and track tasks that need to be completed. This group of fields contains the following important information:

• Order Number: This is a unique number assigned to each work order and makes it easy to identify.
• Issue Date: The date the work order was issued.
• Client: The name or company requesting the service. Service: A task or job that needs to be done.
• Service: The date the work order was issued.
• Service Description: A detailed description of the work to be performed. Price: The cost of the requested service.
• Contact: Customer contact information such as name, phone number, and email address.
• Client signature: Client signature on the document confirming receipt and acceptance of the service.

Why place work orders through a digital system?

The digital work order system has many advantages over the traditional paper system. Here are some reasons why you should have a digital work order system

• Greater efficiency: Collect the data only once. The greatest efficiency is achieved by collecting data only once and using a digital system to assign, schedule and track tasks. This system allows information to be accessed from multiple devices with an internet connection, compared to paper work orders that sit in a closet and can sit unused for years.
• Ease of Access: Digital systems allow employees to access work orders from anywhere and at any time , making collaboration and tracking easier.
• Better monitoring: Digital systems allow you to generate reports and statistics in real time, which helps improve decision making and identify problems and opportunities. Additionally, by viewing the status of orders in visualization panels or dashboards, it allows you to know the status of the entire process at a single glance.
• Greater security: A digital system allows work orders and related information to be stored securely, reducing the risk of information loss or theft.
• Better monitoring: Digital systems allow you to generate reports and statistics in real time, which helps improve decision making and identify problems and opportunities. Additionally, by viewing the status of orders in visualization panels or dashboards, it allows you to know the status of the entire process at a single glance.
• Greater security: A digital system allows work orders and related information to be stored securely, reducing the risk of information loss or theft.
• Greater automation: A digital system allows you to automate repetitive tasks and automatically generate alerts, which helps reduce time and errors.

In short, a digital work order system will help you improve the efficiency and productivity of your company, automating processes, improving collaboration between team members, and providing better tracking and decision making.

Why is the work order important?

Each company chooses the best model to adopt according to its needs, but some items are indispensable in its content, such as:

• unique registration number;
• name and position of the person in charge;
• sector, date and time of the request;
• description of the service, staff, materials and equipment needed;
• completion deadline.

These records directly impact the production chain. Therefore, the reliability of information and the agility in its sharing directly influence the efficient management of processes.

It is in this context that technology becomes a perfect ally to optimize the work order, when creating its digital version.

As promised, see below how this alternative is more effective to ensure the results your company so much desires.

But, maybe you’re still wondering: why choose between print or digital work order?

The answer is easy. Because the more agile, reliable and compliant your company’s documentation procedure, the better! Stay with us and see some reasons to change this process in your company.

See 8 advantages of the online work order

Having a system for issuing and controlling digital work orders favors the management of external and internal teams, the monitoring of indicators and, of course, the reduction of costs in the company.

Here’s what you get when you invest in a solution like this.

1. Improves communication between external team and company

External work teams are constantly on the move, which creates some difficulty in communication between team members and with management.

However, when sending digital work orders, the company is constantly fed with information that is strategic for conducting business.

As each service order arrives, all sectors involved in the delivery of the product or service are activated to continue the customer‘s order.

Thus, while the sales team is serving other potential customers, those who have already closed a deal are not helpless and receive the contracted solution with the agility they deserve.

2. Optimizes the sales team’s time

And since we’re on the topic of agility, one of the most visible benefits of having a digital work order solution is optimizing the time of external teams.

Without having to travel to the company all the time, salespeople can close more deals in less time, increasing the organization’s revenue and contributing more effectively to achieving the company’s strategic objectives.

3. Organize the workflow

Once a digital work order is issued, a series of events are triggered automatically, without the need for human intervention.

This sequence of events is called a workflow and it helps people understand what steps are needed to turn a simple work order into a satisfied customer for having hired your company.

In addition, it is easier to train new employees when you have a workflow in place and working well, which reduces the time for new professionals to adapt to the company’s routine.

4. Provides reports

With a digital system, the information contained in the work orders is compiled and generates complete reports.

This tool can also offer customizable features. In this way, the person in charge chooses which data will be analyzed, separately or associated, as the case may be.

The great advantage of this is the agility and security for the analysis of crucial information for the planning of activities, the acquisition of inputs, the maintenance schedule, as well as the measurement of results.

5. Offers greater security

When external work teams issued work orders on paper, it was quite common for such documents to be lost, erasures and other accidents that made it impossible to continue providing the service.

Delays in customer service, sending wrong orders and losing contracts were some of the consequences suffered by companies.

However, this scenario changes completely with the adoption of a technology that allows the sending of digital work orders.

All information circulates automatically between systems , providing all sectors with relevant data for the execution of their activities without risk of loss of information.

6. Eliminates rework

Poorly filled out work orders, with missing data or illegible letters require extra work from both external teams and other sectors to understand demands and follow up on customer requests.

In the meantime, time and resources are wasted, as it is often necessary to redo the service order and even contact the customer to confirm information.

With the digital service order, this does not happen. The mandatory fields prevent sending the incomplete work order and the typed content does not leave room for other interpretations.

7. Reduces costs

The costs of printing paper work orders, lost documents, lost information and delayed customer service are infinitely higher than the investment made in a technology that allows you to send orders for digital services.

Archiving physical work orders is also another cost that can be avoided by the company by opting for digital solutions, which allow quick information retrieval and security backups.

8. Integrate teams

Strategically managing the external sales team is essential to avoid gaps and errors at each  stage .

As it is stored in the system, the digital work order can be accessed and shared by any agent involved, in an agile and organized way.

This facilitated consultation, without intermediaries, allows any activity to be started immediately after your request.

Also, to the satisfaction of managers, the performance of work sequences can be monitored at all times.