Work Order Process

A well-structured work order process is the cornerstone of efficient maintenance and operations management. Without a clear process, businesses often face challenges like missed deadlines, disorganized workflows, and unnecessary costs. In this blog, we’ll walk you through the key stages of the work order process, its benefits, and best practices to help you streamline your maintenance operations.

Key Takeaways

1. A work order process is a structured system for managing maintenance and repair tasks.
2. Work order processes include request submission, scheduling, task execution, and documentation.
3. A comprehensive work order process is important because it improves efficiency, reduces downtime, and ensures compliance.

What is a Work Order Process?

A work order process is a structured system for managing maintenance and repair tasks. It begins with a request for service and ends with the completion and documentation of the task. Its purpose is to ensure that maintenance needs are identified, prioritized, and addressed in an organized manner to keep operations running smoothly. Work order processes are particularly crucial in facilities management, manufacturing, and construction, where unplanned downtime can lead to significant losses.

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Why the Work Order Process is Important

A work order process brings immense value to any organization, especially those with complex maintenance needs. Its key benefits include:

• Improved Organization: With a system in place, tasks are tracked and managed systematically, reducing chaos and ensuring nothing falls through the cracks.
• Enhanced Productivity: Teams can focus on completing assigned tasks efficiently without delays caused by disorganization.
• Reduced Downtime: Quick responses to maintenance needs minimize interruptions.
• Better Resource Allocation: Managers can prioritize tasks based on urgency and assign the right people and tools to the job.
• Data-Driven Decisions: Work order records provide insights into patterns and trends, helping businesses make informed maintenance decisions.
• Compliance and Safety: Structured processes ensure adherence to industry standards, reducing risks and enhancing workplace safety.

Key Stages in the Work Order Process

There are six stages in the work order process: request submission, work order creation and approval, scheduling and assignment, execution, review and quality check, and closure and documentation. Each stage helps ensure tasks are completed efficiently and effectively.

Request Submission

The first step in the work order process is logging a maintenance request through a centralized system. An effective request submission system ensures maintenance needs are identified and addressed quickly. Requests should include key details, such as the description of the issue, urgency, and asset location, to help prioritize and allocate resources. Whether using an online portal, email, or forms, having a clear and accessible method for submitting requests is critical to initiating timely action.

Work Order Creation and Approval

After a request is submitted, it is reviewed and converted into a work order. This involves validating the request to ensure accuracy and completeness. Managers assess the urgency and potential impact of the task before assigning a priority level and approving the work order. This stage helps managers allocate resources effectively and make sure the task is ready to move forward in the process.

Scheduling and Assignment

Once approved, the work order is scheduled and assigned to the appropriate technician or team. Efficient scheduling helps avoid delays and conflicts with other tasks. Technicians are selected based on their availability, skills, and access to the necessary tools. 

Execution of the Work Order

During this phase, the assigned technician carries out the maintenance or repair work. Technicians should have all necessary tools, parts, and instructions prepared in advance to avoid delays. Any additional issues discovered during the work should be documented to inform future maintenance planning.

Review and Quality Check

Once the work is completed, it undergoes a thorough review to ensure quality and compliance. Supervisors or technicians inspect the completed task to confirm it meets the required standards and resolves the initial issue. If additional maintenance needs are identified, they are logged for follow-up. This step prevents work orders from being closed without meeting the expected outcomes.

Work Order Closure and Documentation

The final step is closing the work order and recording all relevant details for future reference. Documentation should include the completion date, materials used, technician notes, and any follow-up recommendations. The work order should then be closed in the system to update maintenance records and help identify patterns or recurring issues.

Types of Work Orders in Maintenance

The five most common types of maintenance work orders are:

• Preventive Maintenance Work Orders: Regular, scheduled tasks to maintain equipment health and prevent issues.
• Reactive or Corrective Maintenance Work Orders: Unplanned tasks addressing urgent repair needs.
• Inspection Work Orders: Tasks focused on inspecting assets to identify potential problems.
• Emergency Work Orders: High-priority tasks for critical issues requiring immediate attention.
• Predictive Maintenance Work Orders: Data-driven tasks based on condition-monitoring technologies.

Best Practices for an Efficient Work Order Process

A work order process is only as effective as how you implement it. To optimize the work order process, consider the following best practices:

• Standardize the Submission Process: Use consistent forms or platforms to ensure all necessary details are captured.
• Prioritize Based on Urgency and Impact: Develop a system for addressing critical tasks promptly.
• Improve Communication: Maintain transparency and open lines of communication between all parties involved.
• Implement Quality Checks: Regularly review completed tasks to maintain high standards.
• Analyze Work Order Data: Use historical data to identify recurring issues and optimize maintenance strategies.
• Provide Training: Equip team members with the knowledge and skills to navigate the work order system effectively.

Give Knack a Try

An organized and efficient work order process is essential for improving maintenance operations, minimizing downtime, and maximizing resource use. By understanding each stage of the process and applying best practices, businesses can streamline their operations and achieve better outcomes.

Ready to enhance your work order management? Sign up with Knack and start building for free today! We offer a fully customizable, user-friendly work order system template app you can use to build a solution that fits your needs and wows your customers.