Digitizing Your Work Order Process with webCemeteries
When a work order is entered into your Cemetery Management system, it is automatically linked to its location on your digital map, the records for any burials and memorials at that location, and any documents needed to give the grounds team a complete picture of the work that needs to be done. Staff can access this information on their mobile device or a tablet, and it’s delivered to them instantly in real time. Instead of flipping through pages on a clipboard and possibly missing one, they can see all open work orders at a glance and sort and tackle them in the most efficient way. The grounds crew can upload inspection photos to document their progress, which can be helpful if the work is later questioned.
One New England cemetery had a floral program where families could order flowers to be placed on their loved ones’ graves at different holidays. After receiving multiple complaints from families that flowers weren’t delivered, they started tracking deliveries as electronic work orders and attaching photos of each decorated grave. This led them to discover that deer were visiting after-hours and destroying the flowers!
When the grounds crew mark a work order as complete, office staff receive an automatic notification so they can inform the family. They are even able to forward any photos onto the family as visual proof of completion. If a family calls about an open work order, office staff can look up the current status in just a few seconds. This improved internal and external communication allows cemeteries to provide a level of service that’s impossible with a manual system. When a work order is resolved quickly, it can sometimes even be leveraged into a sales opportunity. It also generates goodwill with the families in your care and may lead to additional referrals.
“When all the work you do is tracked in one searchable, reportable system, it gives you visibility to streamline your operations.”
Expanding the Definition of Work Order
A digital work order system can be used for more than family requests. Treating regular cemetery work, like preparing graves for burials, as work orders can make your processes more efficient and put all the information your staff could possibly need right at their fingertips. You can create templated work orders for repeated processes that include all necessary details and a checklist of items that must be completed–all you have to do is enter the name of the deceased and the system fills in the rest. Not only does this simplify your preparation, it also ensures that your entire team is following the same process, leading to internal consistency.
A good cemetery management system like webCemeteries allows you to enter information for a new service once and then auto generates all the documents and records you need, which saves time by eliminating repeated data entry or writing things out by hand. When you create a work order it attaches the map location, burial record, and supporting documents so staff can reference more information if they need to without having to call the office.
Using Work Orders to Streamline Operations
Some cemeteries have shifted from paper work orders to a third-party cross industry application like Trello or Evernote. While this is a step forward from using paper, it’s not integrated into the rest of your records. That means you’ll have to enter everything twice (or still generate paper records manually) and train staff in two different systems. An industry specific solution like webCemeteries ties all your records and maps together, provides the notifications you need to improve quality of service to your families, and empowers all staff with instant access to all the information they could possibly need in a single, intuitive system.
When all the work you do is tracked in one searchable, reportable system, it gives you visibility to streamline your operations. You can see where the most work is happening and determine if there are areas that need more maintenance, or places where work should be rescheduled during services. You can also see how work is being divided by staff and how long work orders remain open. This allows you to recognize high achievers and distribute work more evenly if needed. Digital work orders give you the ability to dive into data and understand what’s happening at your cemetery and how work gets done, and make changes when necessary. None of this would be possible from a stack of papers and a spreadsheet.
Elevate Your Process – Go Digital Today
With comprehensive digital solutions available like webCemeteries, you no longer have to shield families from an inefficient work order process. When you empower your team with something more automated, you make it easier to complete work faster and free up more time to make stronger family connections which could lead to future sales or referrals. By providing a higher level of service to families whenever they request a work order, you can turn headaches into opportunities.