Why a Property Management Work Order System Is Essential for Efficiency
Updated: 12 Dec 2024
As will be seen in the property management realm, organization is important to achieving success. There are numerous responsibilities that property managers and hands have to deal with ranging from repairs to the requests by the tenants. And one of the tools that has made this quite easier is the property management work order system. This system enables property managers to deal with requests properly and avoid any issue that may cause a hitch in the process.
In the following blog, we are going to understand why work order systems have become essential and their contribution to increased efficiency. We will also discuss what a work order management system means, how to classify work orders, and the four steps to complete a work order. By the end of this topic, you will realize how these systems make property management more manageable.
property management work order system
A property management work order system is generally an application solution for assisting property managers in tracking repairs and maintenance work. For example, if there is a problem that requires maintenance such as a faulty tap or a faulty door, the manager of the building prepares a work order in the Work Order System. This work order contains all significant information, like what is the problem, who will solve it, and when it should be solved. The system manages everything, and the property managers know well which tasks have been done and which ones are yet to be accomplished. This makes property management to be effective as well as dealing with any issue affecting the properties.
The Importance of Organizing Work Orders
Thus, one of the biggest advantages of a property management work order system is that the work orders are grouped. In property management, one needs to stay organized because there are so many things that are going on at any one time. For instance, a building may require one to call a plumber to fix leakages, an electrician to repair faulty lights, and a painter to tidy up work left on the wall in the same week.
As work progresses it becomes hard to differentiate between those tasks that have been accomplished and which are still pending. Since this can take time, it will result in frustrated tenants, time wastage, and expensive repair bills. A work order management system on the other hand enables the property managers to sort out the work orders based on the priority given to them.
For instance, some events that may be considered urgent may include a broken heater in what can be a very cold winter season. Nonurgent jobs such as repainting a hallway are not done when the person is busy or there is so much rush. The system makes it easier for property managers to determine open work orders, work orders that have been dispatched to contractors, and work orders that have been done.
This way of working is very effective when it comes to organizing work orders since it helps property managers make sure that everything that needs to be done is done and everything that deserves to be a priority is given the consideration it requires.
How to Prepare a Work Order
It may sound that preparing a work order is something complicated but in fact it is not at all complicated. If done manually, it will be the same as using software but the function is to explain what is required to be done. Here are the basic steps to prepare a work order: Here are the basic steps to prepare a work order:
Identify the Problem
Begin, though, by identifying precisely what it is that requires mending or sustaining. This may be as a result of a tenant complaint, an inspection, or based on a general maintenance calendar.
Assign the Task
After that, define who of the team members will have to do the work to accomplish the task. This could be a maintenance worker, a contracted individual, or any other person on your staff.
Set a Deadline
Decide within a certain period of time when the task should be completed so that it would not be too close yet not too far from the defined date. Simple repairs may take a day while other ones might take several weeks of work depending on the urgency of different tasks.
Provide Details
Some of them include the location of the problem, the tools or material required, and any special requirements. Communication also eliminates guesswork whereby the work is done wrong or not completed at the required time.
After a work order is created it can be easily forwarded to the concerned person or the group. In case you are using a property management work order system, then the software will alert the user who has been assigned the task.
The 4 Steps to Filling Out a Work Order
We also have 4 ways for how the work order is to be filled out when doing a work order. These processes ensure that the finished work is correct and guarantee the necessary communication among the workers.
Fill in the Basic Information
This is in consideration of the date the other party required our work, the name of that party, and a description of the problem. For instance, “Leaky faucet in Apartment 2B” is very understandable and not even slightly ambiguous.
Assign the Job
After you have established the problem, ensure that the work is passed to a maintenance man, contractor, or any worker who is tasked with working on such problems. I should say that it is better to indicate their name and phone number so that they know what to do.
Track Progress
However, when the work is in progress, the property management work order system helps the user know the progress made on the job. It assists in knowing whether such work is ongoing, slowed down, or already accomplished.
Close the Work Order
The final and last process in the accomplishment of the work order is to complete it. This is done in order to ensure that the task is correct before closing it in the system as complete.
As a result of following these four checks, it is possible for property managers to ensure that all work orders are well managed right from the time they are raised to the time they are disposed of.
How Work Order Systems Improve Efficiency
Having discussed how to organize and complete the work order, it is high time to focus on how a property management work order system increases effectiveness. Here are some key reasons why these systems are so essential
Save Time
Work order systems reduce time since many of the activities concerning carrying out a task are often done automatically. Managers do not need hours to write out the work orders on paper or call their staff to know the progress of the work. The system is self-serving most of the time to reduce the workload of the managers who are involved in other important criteria of their work.
Reduce Errors
One of the major disadvantages is that when work orders are written manually by writing it down or even in the form of oral communication, there is mostly likely possibility of errors. It may be possible that important information is forgotten or even misunderstood resulting in slow work output or even half-baked products. A work order system makes all relevant information written down clear and easily retrievable.
Improve Communication
Organization is a difficult task especially when it involves the management of a property and all other stakeholders. The work order system is complex and all the details are stored in one place and everyone has the information needed for the work being done. This enhances the flow of information between the property managers, maintenance department, contractors, and tenants.
Increase Accountability
Thinking about work orders, the organization also improves the identification of who is supposed to handle what because work orders identify the recipients of the work. If the particular job is not completed at the right time, the system can indicate several things including the person who was assigned the work as well as the particular time at which the work was presupposed to be completed. This is useful to the property managers in overseeing their team and also ensures that tasks are done accordingly.
Why Every Property Manager Should Use a Work Order System
If you are a real estate manager, it is enough to admit that good organization is crucial in this field. And if you don’t have a structure in place, the situation may become much worse. Repairs do not get timely repairs, tenants become upset, and this also affects your reputation as a property manager.
A property management work order system is most valuable because it helps to keep everything organized.
It enables one to follow work orders from one end to another and determine which one comes first and which one may be lost in the process. Also, it is faster and minimizes the occurrences of mistakes, therefore easing your work and time well spent.
There is evidence to suggest that property managers who use work order systems to tend to the repairs and maintenance of their units have happier tenants than those who do not. As all know, happy tenants are more likely to stay longer in that particular premise thereby minimizing the rate of vacancy in the properties.
Conclusion
As will be seen within this literature review, time is of the essence in the property management environment. Property management work order system keeps work orders as well as their details in a more systematic manner and lowers chances of mistakes or miscommunication between workers and residents. Thus using this system, it will be easier for the property managers to make sure that repairs and maintenance of property are done most efficiently as per the tenants’ needs and hence enhance the overall management of properties.
Regardless of the scale of your property management – one facility or numerous properties, a work order management system is one of the tools that can prove to be extremely useful. Well, if you want to have better property management working procedures, it is high time that you followed and implemented the property management work order system today.
