A Guide To Work Orders & Work Order Management

Organisations can manage their maintenance work with the aid of work orders. They serve as the paper trail outlining what must be done inside an organisation, by when, and for how long. 

Work order management is essential in sectors like manufacturing, construction, and others that depend on the usage of large machinery and equipment.

What is A Work Order

The procedure for performing maintenance work is outlined in a work order. 

A work order should contain a description of the maintenance tasks to be performed as well as details on who requested and approved the work order, the maintenance specialist who will be carrying it out, and any associated prices, deadlines, and resources.

An internal maintenance team can complete work orders, or if your company doesn't have one, by a maintenance contractor you employ outside of your organisation.

Work Order Management

Work order management is the systematic process of processing and completing maintenance work orders on time to reduce asset downtime. 

Completing work orders depends on the accessibility of other maintenance resources like assets, parts, labour, and funding.

The significance of work order management

Maintenance teams have previously communicated job assignments via paperwork orders. Although manually creating work orders may be simple, managing paper-based work orders require a lot of work and frequently causes more issues than fixes.

For instance, the interpretation of poor handwriting by maintenance personnel results in inaccurate paperwork. 

Physical copies run the risk of getting lost or forgotten, which would mean missing maintenance. Finding previous work orders is difficult when file cabinets and desktops are cluttered with piles of paper.

Some maintenance teams have evolved to work order management systems based on spreadsheets, but these programmes have their drawbacks. 

Spreadsheets may only be changed by one person at a time, which makes it challenging for technicians to view the most recent data. 

The difficulties mentioned before must also be faced when printing work orders created by spreadsheet software. Staff members could find using spreadsheet software intimidating.

"Old school" work order management techniques quickly become unworkable and ineffective as firms expand. 

More specifically, a heightened emphasis on operational effectiveness has brought attention to the duties of the maintenance department. 

Organisations spend money on a computerised maintenance management system to enhance work order administration (CMMS).

Procedure for Managing Work Orders

The work order is taken into account by effective work order management at every point in its life, from request to fulfilment. 

Each stage of the work order management process is described in the sections that follow. You'll see how a CMMS streamlines and accelerates the work order management process.

• Approval of Work Request

Often, a work request or service request will be used to express the need for maintenance work. The request will be examined by an approver who will decide whether a valid requirement exists, whether there is sufficient data to generate a work order, or whether the problem has already been reported. A CMMS's maintenance request capability is frequently used by enterprises to manage incoming requests. A work order will be generated if the request is valid and authorised.

• Creation of Work Orders

The act of creating a work order denotes that permission has been granted to carry out the desired work. Work orders are generated automatically by a CMMS, by the maintenance crew, or from approved maintenance requests. Technicians can create work orders on the job site using a mobile CMMS.

• Prioritisation

Choosing which work orders should be finished first includes setting a priority for them. The importance of the task or asset determines a work order's priority in most cases. For instance, work orders that concern site or employee safety might be given top priority. Routine preventative maintenance or requests for optional maintenance fall under lower-priority work orders.

The maintenance team develops the standards for what qualifies a work order as high or low priority. This will speed up the completion of the truly high-priority work orders and ensure that low-priority work makes up any backlog that does develop.

• Planning

Work orders are scheduled according to their priority. Work orders that are emergencies are handled right away. Work orders for preventive maintenance are frequently arranged according to calendar or runtime intervals or by the asset manufacturer's maintenance recommendations. Timing is not the only factor to be taken into account when scheduling work orders, though.

When completing repair orders, maintenance managers take into account the accessibility of technicians, spare parts and supplies, and tools or other specialised equipment. CMMS software enables you to visualise the maintenance workload and determine the most efficient staffing arrangements.

• Task

Each maintenance crew consists of technicians with a range of knowledge and skills. The technicians most qualified for the job should be given work orders. For larger firms, technicians might have training on certain assets or a speciality in a particular trade.

Small and medium-sized enterprises are more likely to employ handymen skilled in various maintenance procedures. The best person for the task may be discovered through personal experience, but maintenance reports from a CMMS can also be used to make this determination.

• Transmission

Work orders must get into the hands of technicians after being scheduled and assigned. Although work orders can be physically distributed, finding technicians takes time. Automatic printing to predetermined printers and automatic emailing to workers are also aspects of CMMS software. Technicians can promptly get work orders on internet-connected devices thanks to a CMMS with mobile functionality.

• Operation.

Operation refers to the appointed technician(s) carrying out the work order's specified tasks. You can monitor the status of work orders in real-time with a CMMS to make sure technicians are keeping up with their tasks.

• Verification.

Workers are instructed to record all positive and negative outcomes as part of the work order management process. The better off you will be, the correct information you have. Technicians should be careful to record every step they take, including what was done, how long it took, which parts were utilised, and other details.

A CMMS's ability to capture work results in more accurate maintenance records, which can be utilised to pinpoint problem areas and support upcoming troubleshooting. Garbage in, garbage out is how the saying goes, and poor documentation results in misleading or flawed findings. With CMMS maintenance reports, you will be able to monitor and track key performance indicators (KPIs) better the better your work order documentation is.

• Completion

The work order is closed when the job is finished, and all tasks and services have been completed. Now that one "open" work order has been started, technicians can start working on another.

• Evaluation

The basis for useful reporting is your total collection of work orders. Tracking key performance indicators (KPIs) that give you a window into your process becomes exceedingly challenging without a CMMS's reporting capabilities. How simple is it, for instance, to figure out how many work orders were opened or cancelled using a paper-based tracking system or a spreadsheet?

Purposes Of Work Orders

Work orders standardise processes and establish a quick, easy way to plan, assign, and track maintenance work while recording resources and monitoring performance.

Work orders can be used for products, inspections, and audits, but they are most frequently used for service requests in the construction sector. Work instructions might not always be called that. 

For instance, when a build or engineering is required, a work order in manufacturing is frequently referred to as a sales order.

A work order is used to track and monitor the status of the project to ensure that it is completed on schedule and within budget, regardless of the industry in which it is utilised. 

This is accurate when work orders are utilised in field service or a sector responsible for a routine inspection. They function like a project status report in that aspect.

Advantages of Work order Management

There are several benefits of work order management for organisations, including:

1. Increased efficiency: Work order management systems help organisations streamline their operations by automating and simplifying the work order process. This can lead to faster response times, better resource allocation, and increased productivity.
   
2. Improved communication: Work order management systems provide a centralised platform for communication between various stakeholders, such as employees, customers, and vendors. This can help ensure everyone is on the same page and has access to the necessary information.
   
3. Better maintenance and asset management: Work order management systems can help organisations keep track of their assets and equipment and schedule and track maintenance and repairs. This can help extend the life of assets, reduce downtime, and prevent costly breakdowns.
   
4. Increased transparency: Work order management systems provide real-time visibility into the status of work orders, allowing stakeholders to track progress and make informed decisions.
   
5. Cost savings: By improving efficiency, reducing downtime, and prolonging the life of assets, work order management systems can help organisations save money in the long run.
   

Work order management systems can help organisations improve their operations, increase efficiency, and save time and money.

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Conclusion

In conclusion, work order management is a critical process that involves organising, scheduling, and tracking work orders or service requests within an organisation. 

Organisations can streamline their operations, improve efficiency, and save time and money by implementing a work order management system. 

The benefits of work order management include increased efficiency, improved communication, better maintenance and asset management, increased transparency, and cost savings. 

Work order management systems can help organisations keep track of their assets and equipment, schedule and track maintenance and repairs, and provide real-time visibility into the status of work orders. 

Overall, work order management is a crucial process that can help organisations operate more effectively and efficiently.

Ready to streamline your work order process and increase efficiency with Especia? Implement a work order management system today to save time, reduce costs, and improve communication. 

With real-time visibility into work orders and asset management, you can make informed decisions and prevent costly breakdowns. 

Don't wait to see the benefits of work order management - get started now and take your organisation to the next level.

FAQs Related to What is Work order Management

1. What is a work order management system?

A work order management system is a software application that helps organisations manage and track work orders, service requests, and maintenance activities. These systems typically include features such as work order creation, scheduling, assignment, tracking, and reporting.

2. How does work order management improve efficiency?

Work order management improves efficiency by automating and streamlining the work order process. Organisations can reduce response times, allocate resources more effectively, and increase productivity by providing a centralised platform for work order management.

3. What are the benefits of preventive maintenance in work order management?

Preventive maintenance is a key component of work order management that involves scheduling and performing regular maintenance activities to prevent breakdowns and prolong the life of assets. The benefits of preventive maintenance include reduced downtime, increased equipment reliability, and lower repair costs.

4. Can work order management be used for non-maintenance activities?

Yes, work order management can be used for various activities beyond maintenance, such as installation, repair, inspection, and cleaning. Work order management systems can be customised to support any type of work order or service request.

5. How can work order management help with asset management?

Work order management can help organisations keep track of their assets and equipment by providing real-time visibility into maintenance and repair activities. By tracking work orders and maintenance schedules, organisations can ensure that their assets are properly maintained and serviced and can make informed decisions about when to replace or upgrade equipment.

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