Is It Time for Your Maintenance Department to Go Paperless?

Maintenance teams have relied on paper work orders for decades.

But times are changing, so you should learn the benefits of using a web based work order system.

It’s already happened in other departments as more organizations have adopted software designed for financial and sales tasks. There’s less paperwork around the office because it’s stored—and shared—digitally.

Now, the benefits of going paperless are becoming more common in the maintenance world, thanks to CMMS software and its ability to make digital storage easy and more convenient.

New Work Flows

Going paperless wasn’t the main goal of Nancy’s maintenance department. But after integrating MPulse Software, Inc two years ago, she realized it was possible… and she was well on her way.

Nancy’s CMMS software kept track of all the things that used to be stored on paper somewhere, like a filing cabinet or a bookshelf. This information included work orders, repair history, user manuals, reports, vendor documents, and other key data.

“Our service requests are all submitted electronically now via MPulse,” she explained. “The approval process is done in the software. Our techs keep notes and links to manuals and repair guides in MPulse. That’s just the beginning.”

Nancy’s team is also working towards mobile integration, something that’s within reality for other maintenance teams, too.

“We’re getting closer,” she explained. “I think we’ll be fully mobile within the next year. It’s so much easier for our techs to access work order information, repair history, vendor details, and other information while they’re in the field. It’s been a natural progression.”

New Technology

One thing that has made this transition possible is the lower costs of digital storage.

“We host our MPulse Software, Inc in the cloud,” Nancy said. “That makes it possible for our techs to access it in the field. Plus, our backups and system updates are automated, thanks to MPulse’s Application Hosting Services. I don’t have to worry about it.”

Nancy see the benefits of moving towards a paperless maintenance department, including…

  • Reduced need for storage space
  • Less chance of lost or missing documents
  • Lower printing and admin costs
  • Better sharing capability
  • Quicker access to important information
  • Less time spent searching for documents

“It was a very natural process after we implement MPulse,” Nancy explained. “We were able to gradually make changes in our workflows because it was more efficient. And a lot of that increased productivity was the result of storing data in one place—our CMMS software.”

Are you thinking of going paperless, or moving in that direction? Have you already done it? Leave a comment below or contact us.