Benefits of Paperless Operations

Traditional maintenance processes rely on printed checklists, work orders and handwritten notes. These methods are prone to human error, misplacement and inefficiency. Transitioning to digital tools has many benefits as well as some challenges.

Improve Accessability

Digital records can be accessed anytime, anywhere making it easier for both teams and management to stay informed. COGZ provides a centralized platform where all maintenance information is stored. The result is that everyone involved in maintenance activities, from technicians to managers, can access the same data. Everyone knows where to look to find the information they need. Redundancy and confusion are reduced to zero due to elimination of different versions of information stored in various places.

Save Time and Reduce Costs

Eliminating paper, ink and storage expenses provides cost savings. Work orders and reporting can be completed faster on paperless platforms. Eliminate duplication of work that goes along with entering handwritten notes into the computer.

Real Time Insights

Technicians can update work orders and close tasks in real-time, ensuring that managers and technicians always have the latest maintenance data. Digital workflows eliminate delays caused by paperwork, enabling faster assignment, tracking and completion of maintenance tasks. Quick identification of problems allows teams to resolve breakdowns faster reducing downtime. Data lags caused by paperwork negatively impact Maintenance KPIs such as Mean Time to Repair.

Environmentally Friendly

Distributing work orders via email reduces paper waste and supports sustainability initiatives. Digital processes reduce your company’s carbon footprint by eliminating the need for physical document transportation and storage. Reducing reliance on printers and ink cartridges decreases office supply waste. Paperless systems also enable remote access to documents and workflows reducing the need for business travel across locations.

Improve Efficiency

Work orders and reports can be completed faster on paperless platforms. Eliminate the double work that goes along with entering handwritten notes into the computer. Data entry responsibility can be delegated to the technician completing the work, freeing up managers time for more important tasks. Performing maintenance as quickly as possible means more equipment uptime and therefore lower costs. Communication becomes more efficient and Workflows are streamlined. Errors and missed communications are reduced. The result is less downtime, reduced costs and improved productivity.

Challenges of Paperless Operation

There is a limit on the amount of information you can absorb through a digital format. Some people prefer to retain some paper based documentation for this reason.

How Does Paperless Work?

Paperless Work Order Module Emails PDF Work Orders

Automated alerts notify your maintenance team via email when a work order is created. A copy of the work order in PDF format may be attached to the notification. When a technician has completed a work order, COGZ has the ability to email a notification that a Work Order status should be changed to Done. Comments detailing the work done can also be transmitted to COGZ via email. This feature requires the Paperless Work Order and Email Modules

Email

COGZ Email System allows you to email Work Orders, Purchase Orders and Reports directly from COGZ. Email helps speed the flow of information and reduces paperwork, redundancy and costs. Easily email reports to your supervisor or the corporate office. Speed up order processing by emailing purchase orders directly to vendors.

COGZWeb Cloud Hosting

COGZWeb Cloud Hosting systems may be used anywhere with an internet connection. They also work well on tablets or Chromebooks. This allows your maintenance team to take COGZ into the field or shop where work is being performed. This mobility improves communication by providing access to maintenance data such as work order history and drawings/documents while maintenance tasks are being performed. Having prior data and documentation on the equipment being worked on allows work to be completed correctly the first time.

Technicians may also close work orders in the software as tasks are being completed. Real-Time data updates improve accuracy and completeness of data collected. Travel time is also reduced as it virtually eliminates trips back to the office. Mobile access to CMMS is one of the biggest time savers available to maintenance teams.

Paperless CMMS Improves Maintenance Efficiency

Implementing paperless operations can be challenging. COGZ Paperless Work Order and Email Modules provide the framework to facilitate this objective. Our visual displays allow you to set goals and empower you to make informed decisions. Easily identify areas that need improvement and implement solutions quickly. COGZ Downtime Module will help you use your data to optimize your entire maintenance department.