Tips To Manage Covid-19

With the onset of the COVID-19 pandemic, we’ve all been on more of a “one day at a time” mindset and schedule. It’s hard to tell what the next day or month will hold.

But that comes in conflict with your critical responsibility as an operations professional to be prepared – for what today holds as well as tomorrow. To ensure the safety and health of your staff, patrons, patients, residents and community members, you must have a plan to use your resources to create the most optimal environment (whether during a pandemic or not).

To do that, here are some questions you should be considering: 

› In this “new normal,” what will your plan be?

› What steps are you taking today to operate lean and efficiently?

› How can you feel more confident about the future of your operations budget?

We will help you answer those questions with 10 tips around the essentials tools you need to manage your operations today and in the future.

1. Track and tag work orders

We know you’re operating out of your normal routine. From where you’re working to the work you’re doing, it’s just not what you’re used to. You’re being expected to pivot quickly and that can lead to things falling through the cracks.

But now is the most important time to be correctly documenting and organizing your active work orders – and especially your COVID-19-related ones – so you can report a clear story about costs, productivity and impact when the dust settles. Your future operations depend on it!


Tag COVID-19-related work in your CMMS or work order software – Create a specific tag or custom work order category for COVID-19 in your computerized maintenance management system so that can be easily applied to related work orders.

Track costs associated with COVID-19 work – Create budgets or cost centers to specifically track COVID-19-related transactions.


Pull and share reports specific to COVID-19 work like:

  • Work orders completed
  • Workload analysis
  • PM analysis
  • PM monthly forecast
  • Response time analysis

2. Improve work from anywhere capabilities

“Work from anywhere” or “work from home” is practically the new buzzword with employees across industries being expected to work out of office because of social distancing or other concerns.

That means you’re being required to have more flexibility with staff working from anywhere, and you need tools to make that transition easier for your team. Teams that are still operating mostly in a paper-based world are struggling to manage staff and operations remotely, and teams that have adopted cloud-based systems and mobile capabilities are navigating a bit more smoothly.


› Mobilize your CMMS – Your CMMS is an important tool that needs to be cloud-based and mobile. After all, does your team do work at their computers? That’s often not the case, so you need to equip them with tools that go where they do for ease and efficiency.

› Use mobile tools at your fingertips – Explore whether it’s better for your team to use their own smartphones or purchase them company phones or tablets for improved productivity.


› Invest in more mobile tools – Prove the efficiencies your team can gain by completing and documenting work in the field to get more budget for mobile tools across your digital toolset.

3. Prepare for stimulus funding

For most of our organizations, budgets were tight before the pandemic hit – and we can expect to have even more scrutiny around use of resources. But there are some opportunities becoming available with stimulus funding – and we expect more to come soon.

Those who can provide a data-driven rationale for their funding request – showing how much money they need, how that money will be used, the risk of not getting funding and impact of funding will be more likely to get the funding than those who cannot prove their business case.


› Audit your data – Get your data in a place where you can see the high-impact capital projects. Do this by ensuring you have your utility bills, capital plan and work order history up to date. That way, when funding comes online, you’ll have the foundational data needed to apply quickly and easily.

› Explore your options – There are many areas where this stimulus money could manifest. Good places to start checking are your utility providers, state energy offices and national databases like DSIRE (now integrated into our energy management software).

› Put together your business case/plan – Start gathering reports, stats and lists of resources you will need to help build your business case for how funding could impact your organization.

To read full download the whitepaper:
Tips To Manage Covid-19


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