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Paper-work orders are valued for their simplicity and portability, appealing to technicians because they are familiar. Many software solutions allow users to print these orders, claiming to make operations more efficient. But do they truly streamline processes compared to digital work order systems?
Fieldman plays a crucial role in smart meter deployment projects. Yet, what we are finding when we are integrating data into our asset & work management platform is that the utility company or local government already has the ability to generate work orders, sometimes as part of its billing software. In most cases, those work orders are paper-based and have to be printed for technicians. They provide a direct, formal way to instruct teams or field workers on specific tasks.
Paper-based work order management, with its simplicity and familiarity, has been a go-to method for ages. The instinct to print these orders persists, explaining why many organizations, even today, rely on paper for their operations. Printed forms are convenient for generating maintenance work orders for disconnects/reconnects or new home construction meter installations.
However, the appeal of printing out work orders continues even when everything else around us is moving to digital only. Their simplicity can restrict the functionality of work management solutions, especially for complex projects or larger teams. This can make them more of a hindrance than a help, especially for companies that try to build efficient utility operations or plan large-scale AMI field service projects.
Here's why.
The process of printing work orders naturally introduces delays in communication and updates. Technicians often have to wait for their orders or physically retrieve them, requiring trips to an office or warehouse. In contrast, digital work order solutions streamline this process, with all assigned tasks instantly popping up in the field service app. This immediacy is crucial for emergency jobs, where any delay in response is simply not an option.
However, the most significant drawback is that printed work orders are marked as incomplete in the system until the data is manually entered. Consequently, the work management solution cannot display completed work orders in real-time, leading to inefficiencies and confusion. This poses the risk of the same work order potentially being assigned to another technician due to the lack of instant data exchange among dispatchers, call centers, supervisors, and field technicians.
In smart meter deployment projects, where there might be thousands of installations per day, tracking all printed work orders becomes an impossible task.
Printed work orders are susceptible to typos, unstructured data entry, leading to billing errors and other operational issues. Initially, a technician might make a mistake while filling out a paperwork order. Subsequently, there's the risk that an office employee tasked with entering this data into the system could overlook something crucial or input incorrect numbers.
While specific data on the frequency of technicians' typos is lacking, the Business Insider article highlights the importance of avoiding such errors in critical documents like work orders. The consequences of typos can be far-reaching, with numerous instances where seemingly minor errors have led to major disasters or significant financial losses.
Field service apps like Fieldman are designed to prevent these errors. Technicians can input data using a barcode scanner instead of manually typing serial numbers and taking photos to document work.
When using the Fieldman App, technicians frequently take photos of old meters, meter readings, newly installed meters, and more. Our advanced barcode scanner can scan 13 different types of barcodes, including QR codes, UPC, and DataMatrix. (For those interested, we've detailed the complexities of barcode technology in a blog post.) The app scans a barcode and automatically populates the data, eliminating the need for manual entry.
The printed work orders do not capture essential information crucial for streamlining asset and work management. They don't allow for the collection of images, GPS coordinates, time stamps, worker IDs, etc., all of which can enhance organizational efficiency, future maintenance planning, and budgeting.
Furthermore, any errors might not only require corrections but also additional trips to rectify them. We advise our clients to ensure the collection of all necessary data without skipping steps. With customizable workflows, adapting the process to a company's needs is straightforward. Managers or dispatchers can easily modify the workflow, and any additional steps will immediately appear in the field service app.
From our experience, the specific data required can vary widely. For example, some municipalities may need detailed inventories of box lids or the sizes of installed meters, among other data points.
The main goal of using an asset and work management solution is to make sure every detail about the infrastructure, including how it's doing and when it needs maintenance, is clearly recorded. Having accurate and complete data allows teams to be efficient, make wise decisions, and have a clear picture of asset conditions, workers' performance, project completion, and much more.
Adopting digital work orders offers a myriad of benefits for contractors and utilities, making a strong case for their use. Here's a few reasons why integrating digital solutions into your operations is a game-changer:
Switching to digital work orders can transform your operations by making processes leaner, improving workflow, and significantly enhancing overall efficiency. This leads to quicker completion of tasks and a noticeable uptick in productivity. With digital systems, accessing information becomes instantaneous, communication is accelerated, and updates happen in real time—key factors for streamlining work order management and speeding up response times.
Effective use of digital work orders shines in resource management. It simplifies tracking and allocation of resources, ensures they're used optimally, and helps avoid overstretching your assets. This not only prolongs the lifespan of your assets but also cuts down on expenses related to wear and tear.
One of the standout features of work order management software is its ability to analyze completed tasks to pinpoint areas of inefficiency. This insight is invaluable for fostering continuous improvement across maintenance operations, ensuring practices evolve and remain competitive.
Digital work orders keep you aligned with industry benchmarks and performance metrics, ensuring your maintenance processes are not just efficient but also consistently meet high-quality standards.
The shift from printable to digital work order systems is a pivotal move in today's fast-paced operational landscapes. Despite the traditional appeal of paper orders, digital solutions like Fieldman are proving essential for modern efficiency and accuracy. They not only streamline workflows and improve productivity but also enable precise data management and real-time updates essential for smart meter projects and beyond.
Adopting digital systems is more than modernization—it's a strategic choice for operational excellence and maintaining a competitive edge in the digital era.
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