Understanding the Benefits of Asset Maintenance Software

When it comes to asset maintenance processes, the whole is greater than the sum of its parts. Tasks that are stored in fragmented systems or buried in paper trails can lead to disjointed teams and inefficient workflows. Without a clear maintenance history, technicians won’t know when an asset was repaired last, how many times it has failed, or work has already been completed. As a result, repair vs. replace decisions are made with limited or unreliable information. 

When work orders are managed in a digital asset maintenance solution, data is synchronized within a dynamic ecosystem. This mobile-friendly platform makes it easier to retrieve asset details, locate the right part, and improve overall execution. Leaders get a 360-degree view into asset history and performance behavior to help explain the past and predict the future by spotting early signs of decline. 

Maintenance evolves from a cost center to a strategic function contributing to operational uptime, safety, and profitability. 

How to begin your digital transformation 

Getting started with a customizable asset solution doesn’t have to be overwhelming. Organizations can begin small and scale up as adoption expands and new tools are added. For instance, see how Oneida County, NY, took its time rolling out its asset management software to increase learnings along the way. 

Technicians can start with basic work orders to capture key data for analysis, including preventive maintenance (PM) instructions and a description of the repair issue. 

As you progress, work orders can be expanded to include parts used, hours and description of work performed, and important details like pictures, videos, or safety instructions. It’s also useful to track insights such as downtime hours and “problem” and “cause” codes. These fields boost analytics and help improve key performance indicators (KPIs). 

The benefits of digital asset management 

Facilities maintenance is no longer about one-off tasks that can be checked off the list and forgotten about. If maintenance history is not retained in a reliable system starting when assets are new, organizations lose a true baseline. 

Teams that consistently document the details will be prepared with hard evidence when decisions matter most — such as how assets are performing, where resources are needed, and when a replacement is justified. 

Learn what intentional maintenance looks like in every asset stage in our “What If…” Smarter Asset Maintenance Strategy guide. 

How asset software streamlines operations 

Digital asset maintenance software replaces disparate systems with an all-in-one platform that captures quality data, providing a continuous record of an asset’s entire lifecycle. Your CMMS becomes a central hub for these digital threads that turn raw data into actionable intelligence. A well-maintained CMMS brings valuable benefits to your organization including: 

• Streamlined work orders: Maintenance teams can receive, manage, and assign work orders from one location so requests can be processed and resolved faster. 
• Operational efficiency: Mobile access, automated scheduling, and inventory management help maximize productivity and resource allocation.  
• Reduced costs: Standardizing processes and increasing PM can result in better asset reliability, reduced downtime, and fewer emergency repairs. 
• Confident budget decisions: Leveraging data and asset tracking helps you identify problematic assets sooner and make better repair vs. replace decisions. 

Work order process and workflow 

An asset management system unifies work orders, asset lifecycle tracking, and external repair requests into a single platform. Any user with login access can create a request via an online form. Once submitted, the request is routed to a queue where it’s either addressed by a technician or assigned by an administrator.  

This workflow helps teams stay connected within your organization, facility, or community, fostering safer and more comfortable spaces.  

Here’s a look at the typical process and workflow:   

1. Request submission: A work order is submitted and logged into the system. 
2. Approval: The request is reviewed and approved or archived based on the administrator's protocols. 
3. Work order assignment: The work order is activated and assigned to a technician based on expertise or availability. 
4. Notification: The assigned technician receives notifications with work order details and status updates. 
5. Reminders: Mobile reminders help ensure timely work order completion. 
6. Service execution: The technician performs the task, logs what was done, and uploads relevant documentation (photos, videos, or notes). 
7. Completion: The work order is marked completed and closed. The requester is notified of task completion. 
8. Invoicing: If required, an invoice is generated and shared with the requester. 
9. Reporting: The system generates reports with data from the work order for KPI tracking, budgeting, capital planning, and maintenance analysis.  

Information to include in a work order   

Work orders contain data to help your team execute tasks more efficiently. Most asset maintenance software can be customized. Key fields are typically:  

• Requestor: Name of the person who requested the work order. 
• Asset details: Notates which asset needs to be serviced, how it is identified, and the asset location. 
• Service requested: Details about asset issues and/or service needed. 
• Priority level: Criticality of the task for assignment prioritization. 
• Dates: The date the work order was submitted and the requested completion date. 
• Technician: Name of the technician assigned to complete the work. 
• Materials and parts: Which components are required and available to complete the task. 
• Completion notes: Information about task completion status and what was done. Any issues or important notes for future repairs should be included. 

These fields help maintenance teams track essential details to resolve tasks and provide data for future analysis and resource planning. As you use your system more, you can refine the process to record additional insights such as downtime, cost tracking, and labor data.  

The impacts of digital work order management  

By transitioning from manual work order tracking to a cloud-based asset maintenance system with mobile access, organizations can see a range of operational efficiency gains, such as:   

• Faster response times: Work orders are accessible and actionable via mobile devices for quicker resolution. 
• Reduced risk of errors: Clear and accessible information helps avoid mistakes and enable consistent execution. 
• Improved productivity: Technicians can receive, complete, and close work orders directly from the field, helping to save time and resources. 
• Real-time updates: Comprehensive data and greater visibility improve communication between the office and technicians on site. 
• Better documentation: The ability to attach photos, notes, and videos to work orders improves accuracy and reporting while bolstering institutional knowledge.  

As organizations begin utilizing digital work orders, they often gain deeper data insights that can inform decisions across the business, whether it’s optimizing schedules, predicting future maintenance needs, or identifying recurring issues that may require attention.  

Ready to transform your maintenance? 

Upgrading from wasteful paper-based systems to a robust digital asset management solution brings together maintenance processes, people, and asset lifecycle management to increase operational value, ROI, and asset longevity. 

By saving detailed data for analysis and providing better visibility into maintenance operations, a digital work order system not only enhances performance today but also supports tomorrow’s critical replacement and budget decisions.  

With so many system options out there, it can be hard to narrow them down. Get tips on how to choose the right CMMS for you, considering functionality, value, and reliability. 

Plus learn more about how to use your software solution to stay ahead of failures, justify funding, and strengthen capital planning in our new “What If…” Guide to Ensuring Your Asset Maintenance Strategy is Effective at Every Lifecycle Stage.