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Time Recording for Work Orders

Streamline your maintenance processes and track time efficiently on work orders to boost productivity and optimize resource allocation.

Welcome to efficient maintenance management!

Here, we focus on the basics: recording time accurately on work orders.

Let’s explore how this simple step can transform your operations, making them smoother, more productive, and better organized.

Time recording for maintenance work orders


Ensuring efficient time recording on work orders is crucial to enhancing maintenance processes and boosting productivity within organizations. By tracking time spent on various tasks, companies can streamline their operations, gaining insights into resource utilization and task performance.

Accurate time records serve as a foundation for informed decision-making, allowing managers to allocate resources judiciously, prioritize critical activities, and optimize maintenance schedules for maximum efficiency. With a comprehensive time recording system in place, managers can identify areas for improvement and implement targeted strategies to enhance productivity.

By analyzing time data, organizations can uncover bottlenecks, inefficiencies, and areas of potential optimization within their maintenance workflows. With this information, they can develop tailored solutions to address these challenges, streamline processes, and improve overall operational effectiveness. Additionally, precise time tracking enables organizations to monitor progress, track performance metrics, and make data-driven decisions to drive continuous improvement initiatives across the maintenance spectrum.

1. Importance of Time Recording

Accurate time recording is crucial in maintenance operations for several reasons:

Resource Allocation and Project Planning

Precise time tracking helps managers understand how much time is needed for different maintenance tasks. This data allows them to assign resources efficiently and plan projects realistically based on historical data. It ensures that tasks are completed on time and within the allocated budget.

Cost Control and Budgeting

Time recording is essential for monitoring costs in maintenance activities. By tracking time accurately, managers can identify areas where costs are higher than expected and take corrective actions promptly. This helps in creating accurate budgets for future projects and prevents overspending.

Operational Efficiency

Time recording improves overall efficiency in maintenance operations. It allows managers to identify bottlenecks and streamline processes to enhance productivity. Moreover, it enables performance evaluation of maintenance teams and individuals, leading to targeted training and performance improvements.

Regulatory Compliance

Many industries, such as healthcare, aviation, and manufacturing, have strict regulations regarding maintenance procedures and documentation. Proper time recording ensures that maintenance activities are documented accurately, which is essential for audits and regulatory inspections. Failure to comply with these regulations can result in fines, legal consequences, or even jeopardize the safety of personnel and assets.

Data-Driven Decision Making

By tracking time spent on different tasks and projects, managers can identify trends, patterns, and areas for improvement. This data-driven approach enables managers to prioritize tasks, allocate resources effectively, and optimize maintenance processes for better outcomes. Moreover, it facilitates predictive maintenance strategies by identifying recurring issues and planning preventive actions, ultimately reducing downtime and increasing equipment reliability.

ManWinWin Software is the result of 40+ years of experience and know-how

With thousands of users in 120+ countries in the World. Created by Portuguese Engineers has been improved with  implementations, and listening to thousands of clients worldwide using the system, their day-to-day struggles, their needs and wants.

We have helped companies around the world to improve their maintenance


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2. Various Methods for Time Recording

Let’s explore various methods for time recording in maintenance operations:

Manual Time Recording

Advantages: Simple and inexpensive to implement, requiring only basic tools like timesheets or logbooks. Suitable for small-scale operations or environments where digital solutions are not feasible.

Disadvantages: Prone to errors, such as inaccuracies in recording or manual entry mistakes. Time-consuming for both employees and managers to maintain and review records. Limited integration capabilities with other systems, making data analysis and reporting challenging.

Digital Time Recording

Advantages: Offers greater accuracy compared to manual methods, as data is recorded electronically without the risk of human error. Provides convenience for employees to record time using digital platforms or mobile apps, reducing paperwork and administrative burden. Allows for easier integration with existing systems such as Enterprise Resource Planning (ERP) or Computerized Maintenance Management Systems (CMMS).

Disadvantages: Requires initial investment in software and infrastructure. Employees may require training to use digital platforms effectively. May still be susceptible to data entry errors if not properly configured or monitored.

Automated Time Recording

Advantages: Offers the highest level of accuracy and efficiency by automating the time recording process using technologies like RFID (Radio-Frequency Identification) or biometric scanners. Eliminates the need for manual data entry entirely, reducing the risk of errors and saving time for both employees and managers. Provides real-time data for better decision-making and resource allocation.

Disadvantages: Requires significant upfront investment in hardware and software. Implementation may be complex, especially in environments with existing infrastructure limitations. Requires careful consideration of data privacy and security concerns, particularly with biometric systems.

Modern software solutions like ManWinWin revolutionize time recording in maintenance operations with their start and stop feature. These platforms provide mobile accessibility, enabling technicians to easily start and stop recording their work time on maintenance tasks from anywhere. By integrating with barcode scanning and IoT devices, they ensure precise and real-time data capture. This automation eliminates manual paperwork, reduces errors, and enhances efficiency.



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3. Significance of Start & Stop Options for Field Technicians

The start and stop feature in maintenance software simplifies and streamlines the time recording process for field technicians, ensuring accurate tracking of maintenance activities while providing real-time visibility for management.

Task Selection:
When a field technician begins a new task, they open the ManWinWin mobile app on their smartphone or tablet. They then select the task they are about to start working on from a list of assigned or scheduled maintenance activities.

Start Timer:
Once the task is selected, the technician initiates the timer associated with that task by pressing a “Start” button within the app. This action marks the beginning of the time recording process for that specific task.

Task Execution:
The technician proceeds to perform the maintenance task as required, whether it involves equipment inspection, repairs, or other maintenance activities. The timer continues to run in the background, accurately tracking the duration of time spent on the task.

Pause or Stop:
If the technician needs to temporarily pause work on the task, they can stop the timer within the app. This could occur, for example, if they encounter a problem that requires assistance or if they need to take a break. Once ready to resume work, they can simply strat the timer again.

Completion and Stop:
When the maintenance task is completed, the technician stops the timer by pressing a “Stop” button in the app. This action signifies the end of the task and stops the time recording process.

Data Sync:
The recorded time data, along with any relevant details or notes provided by the technician, is automatically synchronized with the central database or cloud-based server. This ensures that the time records are securely stored and accessible to authorized personnel in real-time.

Reporting and Analysis:
Managers and administrators can then access the time records through the ManWinWin software interface. They can generate reports, analyze time data, and monitor performance metrics to make informed decisions regarding resource allocation, scheduling, and process improvements.

Work Order Start and Stop

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4. Using Spent Time Data for Performance KPIs and Optimization

Analyzing time spent on work orders provides valuable insights for performance KPIs and optimization in maintenance operations. Here’s how:

Performance KPIs Analysis

Mean Time to Repair (MTTR): By analyzing the time taken to complete maintenance tasks, organizations can calculate MTTR, which measures the average time required to repair equipment after a failure. A lower MTTR indicates faster response and resolution to issues, leading to reduced downtime and increased productivity.

Mean Time Between Failures (MTBF): Time recording data helps calculate MTBF, which measures the average time between equipment failures. Understanding MTBF allows organizations to identify recurring issues and prioritize preventive maintenance activities to prolong equipment lifespan and minimize unplanned downtime.

Overall Equipment Effectiveness (OEE): Time spent on maintenance tasks directly impacts OEE, which measures the efficiency and availability of equipment. By analyzing time recording data, organizations can identify factors affecting OEE, such as equipment breakdowns, setup and changeover times, and planned maintenance activities, and take corrective actions to improve overall equipment performance.

Identification of Bottlenecks and Inefficiencies

Time recording data reveals bottlenecks and inefficiencies in maintenance processes by pinpointing areas where excessive time is spent or where tasks frequently experience delays. Analyzing this data helps identify root causes of inefficiencies, such as inadequate resources, skill gaps, or equipment reliability issues, enabling organizations to implement targeted improvements for enhanced performance.

Optimization of Resource Allocation and Preventive Maintenance

  • Insights from time recording data enable organizations to optimize resource allocation by allocating manpower, materials, and equipment more effectively based on historical performance data and workload distribution. This ensures that resources are utilized efficiently and that maintenance activities are completed within the shortest possible time.
  • Time recording data also plays a critical role in scheduling preventive maintenance tasks. By analyzing time spent on preventive maintenance activities, organizations can determine optimal maintenance intervals, prioritize critical equipment, and minimize disruption to production schedules, thereby maximizing equipment uptime and operational efficiency.


Time recording data serves as a cornerstone for performance analysis and optimization in maintenance operations. By leveraging insights from time spent on work orders, organizations can improve key performance indicators, identify and address bottlenecks, optimize resource allocation, and maximize equipment uptime to achieve operational excellence and drive business success.

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Benefits of Using ManWinWin Software App for Time Recording

Using ManWinWin software app for time recording offers numerous benefits for field technicians and maintenance operations. Here’s how:

Efficient Time Recording Features

Start & Stop Functionality: The app provides a user-friendly interface with start and stop options, allowing technicians to record their time accurately for each maintenance task. This feature eliminates the need for manual time tracking methods and ensures precise data capture.

Mobile Accessibility: Technicians can access the app from their smartphones or tablets, enabling them to record time while on the field, even in remote locations. This mobile accessibility enhances convenience and flexibility, enabling real-time time tracking without delays.

Enhanced Communication and Data Synchronization

Seamless Integration: The app seamlessly integrates with the central management system, enabling technicians to synchronize their time recording data with the main database in real-time. This ensures that all time records are up-to-date and accessible to management for analysis and decision-making.

Improved Communication: The app facilitates communication between field technicians and the central management system, allowing for instant updates on task progress, equipment status, and any issues encountered during maintenance activities. This real-time communication streamlines workflow and enables prompt responses to emerging maintenance needs.

Intuitive Interface and Empowerment of Technicians

User-Friendly Interface: The app features an intuitive interface that is easy to navigate, making it simple for technicians to record their time accurately with minimal training. This enhances user adoption and ensures compliance with time recording procedures.

Empowerment of Technicians: The start and stop options empower technicians to take control of their time recording process, enabling them to track their work activities efficiently and effectively. This sense of ownership fosters accountability and contributes to better decision-making and improved operational performance.

ManWinWin software app and Web for time recording offers specific features that facilitate efficient time tracking for field technicians. By enhancing communication, providing an intuitive interface, and empowering technicians to record their time accurately, the app contributes to streamlined maintenance operations and improved performance.

Join ManWinWin Software, the world’s most experienced company in CMMS!

Choose a better way to manage your Maintenance