Remember how work orders used to require stressful, physical paperwork and manual data entry into paper records? Or the hours—even days—spent sifting through files and clipboards just to look for specific information?

These are the results of an outdated work order management system, and you can prevent these from happening by switching to a paperless work order system.

In this article, you’ll know more about how a paperless work order system can improve work order management in organizations. 

What Does Paperless Work Order System Mean?

This is the approach to work order management that eliminates the use of physical paper by making all work order data digitally available. By making work order systems paperless, work processes are likely automated with technology, such as work order apps, to improve the overall operations of a company. This inevitably saves the time, energy, and resources that are wasted in physical paperwork.

Using software like Capataz, you can manage work orders online, assign them to specific persons, add instructions, and indicate the delivery date. This makes work order management easier, faster, and more accurate.

The Benefits of a Paperless Work Order System

Below are just a few of the many reasons why work order systems should be automated and digitized.

All tasks can be tracked in one system

With an online work order system, you don’t need to go through various filing cabinets to look for specific information or go back and forth from the main office to fill out papers. All tasks and work orders can be managed in one centralized system.

Manual efforts involved in paperwork are eliminated or reduced

An online work order management software can record and update information automatically. This replaces the need to manually write data and information on paper, store and file them in cabinets, and sift through files to look for information.

The system also provides for real-time tracking which helps organizations keep track of urgent and important tasks. Overall, paperless work order systems help boost your team's efficiency by allowing your team to finish work orders faster and with great ease.

Work can be completed faster 

Because work orders are created quickly and employees can check them right away, all the paperwork that delays work completion gets eliminated, resulting in a faster completion rate. 

Work progress can also be easily tracked and monitored, allowing organizations to deal with project roadblocks immediately.

Employee productivity can be improved

Workers nowadays are tech-savvy, so an online workplace management system is right up their alley. With manual processes eliminated or reduced, employees can focus on the more important aspects of the tasks, making them more productive and happy.

It is more secure

Online work order management systems are often cloud-based, which means there’s no need to print work orders or reports that can easily be lost, misplaced, or even damaged. Because everything’s “in the cloud”, any needed information can easily be accessed anywhere from any computer, smartphone, or gadget at any time.

It helps your organization shift to remote work

With the pandemic challenging traditional workplace management systems, using a paperless work order system helps organizations remain functional and adapt to the trend of shifting to remote work.

Remote teams have been observed to exhibit higher productivity levels with lesser business costs. Technologies like this help organizations make the decision to shift easier.

Clearly, there are several practical benefits to having paperless work order systems. It makes work processes much easier to follow and complete, all while centralizing all necessary documentation for employees and supervisors in a comparatively more secure manner.

Time to Make Your Work Order System Paperless

The best way to make this switch is by making Capataz a part of your workplace management plan. 

Capataz is a mobile application that specializes in work order management. Forget the hassles of manual data entry and filing. From work orders and billing reports, to leave requests and reimbursements, anyone can process any file they will need in a matter of minutes.

What are you waiting for? Change the way you do work now! Book a free demo with us to find our how we can help make your work order system more efficient.