Do you feel like you can never tame the chaos of work orders?

With so many critical building tasks to manage, unexpected work orders can make your already busy days hectic.

It’s easy to lose track of work orders when you have so much to do. But, tenants expect a prompt resolution to issues. If you’re unable to address work orders quickly, you could be losing tenants to properties that can.

How can you respond to work orders as quickly as tenants expect – even on the busiest of days? With the right building operations platform, you can stay on top of work orders in 3 easy steps. Here’s how you can streamline, prioritize, and manage work order requests – with maximum efficiency.

Step 1: Create Prioritized Work Order Lists

The first step to manage work orders efficiently is knowing what needs to get done. Prioritized lists can help you organize work orders – and more easily keep track of them.

When work orders come in, you need a system for sorting them. Lists based on urgency, team member, and completion status (to name a few) can help you address the most important requests first. And, having a list of every work order can prevent requests falling through the cracks. Without a software management tool, you’ll have to manually input each work order into the right list. This helps you keep track of work orders to some extent. But, any manual process leaves room for error.

With work order management software, tenant requests are automatically added to your dashboard. This makes it easy to assign work orders to the right list – and effortless to respond to them quickly.

By creating prioritized lists, you can make sure that your team addresses all work orders. And, you can resolve the most pressing issues first – instead of responding to requests haphazardly. Prioritized lists (made easier by work order management software) is the first step to making work orders less chaotic.

Step 2: Set Work Order Completion Expectations

Along with prioritizing lists, you should have clear expectations for team members and tenants. That way, your team resolves issues on time. And, tenants have realistic expectations about when requests will be completed.

For each type of work order – like leaky plumbing, trash removal, or HVAC malfunctions – you should assign a level of urgency. Trash in the hallway might be a low urgency issue. In contrast, leaky pipes causing water damage would likely be high priority.

Once you’ve assigned an urgency level, you can then create an estimated resolution time for every work order. If you can normally fix HVAC issues in 4-8 hours, you would set that time frame as your completion expectation.

After you’ve set expectations, you need to inform team members and tenants of them. Without a work order building operations platform, you’d have to inform everyone manually. This would be time-consuming – especially to inform everyone multiple times.

With a work order management software, you can automatically remind team members and tenants of the expected completion time.

Anytime a work order is submitted, your software will let tenants know when their issue will be resolved. And, every time you assign a work order, your team will be reminded of your expectations.

That way, everything gets completed on time. And, tenants are happy with your responsiveness. Setting clear completion expectations – and having software that automatically sends reminders – is the second step to efficiently managing work orders.

Step 3: Monitor Work Orders

After prioritizing and setting expectations, you need to monitor work orders to make sure they’re completed correctly and on time.

While creating expectations is helpful, it’s important to have visibility into how work orders are being resolved. Otherwise, your team could be taking much longer than tenants expect – leading to unhappy tenants.

Without a work order management platform, you have to rely on your team’s reports or tenant descriptions to know how long it took to resolve. Plus, you have to manually sort reports to understand broader trends.

Work order management software makes seeing crucial information easy with an intuitive dashboard. And, a work order management platform keeps records of work order data – like chat history, completion time, and relevant pictures.

That way, you have the information you need to manage work orders more efficiently – and delight tenants with your responsiveness.

Monitoring work orders ensures that your prioritization and expectations are effective. With a work order management software, monitoring work orders is a breeze. So, you have more time to focus on other crucial aspects of your job.

Wrapping It Up

Tenant work order requests can make your job even more chaotic. Keeping track of work orders, making sure they’re completed property, and satisfying tenants can be a lot to handle.

Work order management software can make efficiently managing work orders effortless. Instead of spending time manually aggregating, managing, and monitoring them, a work order management platform can do it for you.

If you want to streamline your work order process for max efficiency, work order management software could be a great fit for you.

Looking for a work order building operations platform? Consider using Prism. With Prism’s work order module, you get all these functions and more.

Get started with your free work order demo today.