Effective facilities management involves overseeing many diverse elements of a department and implementing a well-developed work order request system can help you best manage maintenance requests.
Using FM technology can save enterprises an average of 5% in overall occupancy expenditures, 3.5% in leasing prices, and 3.3% in maintenance costs.
On that note, creating a work order can help facility management with tasks ranging from quick repairs to long-term planning and asset management while maintaining operational efficiency.
Moreover, Work orders are a blueprint for maintenance companies, they specify to everyone what they have to do, and which tasks to prioritize. By tracking these tasks, everyone works faster, and continued operational efficiency is ensured.
In this guide, we have researched and compiled the specifics of what is a work order, provide tips on making this process more effective, and discuss the benefits of utilizing a computerized maintenance management system (CMMS) with enhanced work order management functionality.
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What is a Work Order?
A work order is a formal document that encompasses the power of a task that one needs to perform under the scope of work restricted.
To complete a job successfully, each work order has specific requirements and specifications that one must follow.
Moreover, beginner level frontline managers should know that any work order is a comprehensive directive that includes various types of information as possible.
These orders are extensively used in a variety of industries such as Construction, Manufacturing, and Maintenance to organize and execute a job in a reasonably fast and effective way.
Components of Work Order
Task Details
- Provide a clear description of the tasks or services to be performed. The description should include enough information to allow a Receiver to obtain a clear understanding of the services or tasks.
- Be specific and outline the scope of work. Examples may include documents as reference material or a specific detailed list of tasks.
Priority Level
- Indicate the urgency or importance of the Work Order. The urgency level should be established to differentiate an urgent task from a normal task or a high-priority task from a medium-priority task.
This is in the form of a drop-down menu. Eg. Normal, Urgent, High, Medium, Low, Blocker, Critical.
Technical Specifications/Requirements
- Any specific technical specifications or requirements related to completing the tasks or services should be provided here.
- The Provider must declare if a specific software or technology is needed to perform the requested task.
Location Information
- Determine the physical address or specific site where the work will be done. This is important for on-site jobs so the employees know where to go to perform their assigned work.
Dates and Times
- These specify the start and end dates for each maintenance task assigned. These also communicate the availability and therefore the delivery time for a task.
Materials and Resources
- Will include any item needed to be used to carry out a task.
- Mention all resources that are used to complete a task. The resources help in the planning and resource allocation.
Cost Evaluation
- Any budgetary data that can be determined about the work order.
- The estimated costs for labor, materials, and other expenses related to the work.
Safety and Compliance
- Anything related to safety guidelines, compliance regulations, or requirements needed to perform the work.
- Ensures that the work is completed safely and complies with what is legal.
Importance of Work Order
Work orders organize jobs, ensure accurate and timely maintenance, and provide additional information to allow a more in-depth look at the internals of those industries.
The importance of work orders is the control of which they provide over the tasks or services at hand.
They do this by giving clear, formal, and concise instructions as to what the task is. By breaking down the work to be done and giving a detailed instruction they act as a blueprint to what is expected. During this, the sometimes vague door of communication between production/engineering and management can be opened a little wider.
Moreover, job/work order can be used to categorize the jobs based on urgency and importance.
Doing so enables organizations to allocate resources to prioritize the job/work order accordingly and deal with the most crucial work/order promptly.
Furthermore, it helps a lot when multiple works need to be done as early as possible, we can prioritize it and do the assigned job/work first which is in high priority therefore there will be no delay in work and the important work/order(s) can be done at early as possible which needs immediate action.
Maintenance work orders are critical for tracking the upkeep or repair needs of equipment.
They allow maintenance to be scheduled with detailed instructions and dates/times for possible use of tools, equipment, and other resources.
To that effect, these online orders can also be written to develop Proactive maintenance as contrasted to breakdown maintenance.
Life Cycle of Work Order
- Creation
During this stage, the manager or authorized person creates a job order. The job order contains a thorough detail about the specific tasks or services to be performed. The job order form is one of the most important work order requirements that captures all the necessary details to carry out work for an approved job. The clarity in the task descriptions, priorities, quantity, and other instructions is very crucial to set the base of a successful work order.
- Review and Approval
Before the scheduling of resources and execution of work is initiated the work order is typically subject to a review and approval process. The purpose of this step is to ensure that the work tasks are in alignment with the goals of the organization, budgetary constraints, and safety regulations. Gaining the necessary approvals establishes a formally authorized state for the work to be executed.
- Assignment
After the approval, the work order gets assigned to the individuals or teams responsible for the execution. It is very important at this stage to communicate properly to avoid any more confusion and also to keep everyone aware of their responsibilities.
- Scheduling
Scheduling involves making sure that you have the ready or available resources you need to carry out your goal. Scheduling helps you to manage your resources efficiently, it helps you to create a logical plan for your project and provides a projected end date you want to achieve. The main point of this topic is that it helps with everything as long as you have resources.
- Execution
To complete a project it needs to be executed promptly. It is important to understand task descriptions because doing the job wrong can lead to insufficient work being done. Adhering to safety protocols is important because anything dangerous should be brought to the immediate attention of the contractor. Efficient utilization of resources helps in the smooth execution of the project.
- Monitoring and Tracking
Continuous progress monitoring is essential for ensuring that the managers stay on course and follow the time frames set. It allows for quick intervention if there are any issues, which could potentially lead to delays or deviations from the original plan.
- Completion
Once the job has been completed, the work order then goes to the completion process.
This entire process consists of validating that the job has been completed, you may have to do some inspections, confirm all of the job requirements have been met, and make sure your documentation backs you up that the job is fully completed.
- Documentation
The last step is the closures and the documentation portion of the work order.
Closing out the work order involves wrapping up any administrative items like the final dollar spent, customer feedback, or the necessary signatures or approvals.
Documenting the work order from start to finish serves as a valuable resource when performing any future reference, auditing, or continuous improvement initiatives.
- Feedback
Feedback is critical in evaluating how well the work order process was executed.
Gathering feedback from all parties involved in the process is critical in evaluating its success. There’s always room for improvement and there are always things to be learned from the last work order.
Work Order Request System
Work order request systems are software solutions that improve business organization in a streamlined process. They are mainly used to submit, register, and handle work order requests within an organization. This software solution is invaluable in organization sectors such as facility management, project management, and maintenance.
Work order request systems provide a centralized area for users to submit work orders electronically. Most solutions offer user-friendly front-end interfaces, where individual requestors can enter details on the task, such as the description, priority level, and related documents.
Automated routing helps data to be sent down the right paths since it directs it towards the right person or department to be reviewed, the approval workflow expedites the process and holds all parties accountable.
helps in assigning the different order of workloads to the various sets of the team which are allocated according to their skills and availability to get the work done as quickly as possible. it starts with Organising the tasks of each user and moves on to each stage of tasking.
Real-Time Tracking
This is the other important feature that enables all the users to track the various simple or complex workflows as it is moving from one stage to the other stages for helpdesk tickets. It updates each stage of the project in real-time such that are user can interfere directly if any obstacle occurs as is not done by the users.
Many work order request systems have built-in communication tools to make collaborating between team members even easier. This tool helps team members stay in touch as a way of working together on work order requests, it is used effectively between requesters or other stakeholders, and again it helps centralize all communication so the risk for miscommunication is extremely diminished.
Most work order forms can attach files and other documentation to the work order. This feature is useful to include other relevant information and documents, images, or other attachments to a work order. All documentation and media attached help other personnel make more informed decisions on the work to be done.
Mobile Accessibility
Mobile accessibility is a feature available in many modern systems allowing users to submit or track work orders from their mobile devices. This is particularly valuable for field personnel, who need access to and the ability to update work orders on the go.
Many Work Order Request Systems include analytics and reporting features.
These tools help organizations analyze data related to work order performance, resource allocation, and overall efficiency. Insights gained through analytics help inform decision-making and support continuous improvement initiatives.
Integration with Other Systems
The ability to integrate with other organizational systems such as asset management or inventory control ensures a more comprehensive Work Order Request System.
Benefits of Work Order Request System
There are many different benefits to having a Work Order Request System within a business. The following will describe just a few of those benefits.
Enhance Communication
Improved Communication for Work Order Request Systems also increases the quality of communication by providing a central entry point for work requests that allows multiple users to post, update, and track the work request in real-time.
Fast Response
Automation features with these systems fast-track the approval and assignment procedure. With automated workflows, work orders can be instantly directed to the appropriate staff, reducing delays and helping to enable faster times in response to important issues. This is especially important for emergency fixes and maintaining operational continuity.
Improved Transparency
Work order request systems exemplify transparency throughout the entire lifecycle of a work order which allows stakeholders to effortlessly track tasks, and view real-time updates, and historical data.
The transparency enables the stakeholder to better hold the parties involved accountable, along with monitoring KPIs.
Efficient Resource Allocation
Want to make sure you have the right human resources at the right place at the right time?
The right system will let you know that the right people to perform certain tasks are available to do so, reducing downtime and increasing productivity accordingly. Stakeholders can easily track the progress of tasks, view real-time updates, and access historical data. This transparency fosters accountability and allows for better monitoring of key performance indicators.
Centralized Data and Documentation
All data is captured and centralized within the Task that can include but is not limited to task details, attachments, notes, history, etc.
This central repository allows more access to more users and promotes more informed decisions and more professional work order management.
Analytics and Performance Insights
Included in many work order request systems are analytics and report features. These tools provide organizations with insight into the performance of work orders, giving them the ability to view trends, areas in need of improvement, and opportunities to better operations in a strategic fashion.
Compliance and Accountability
The total number of recorded occupational injuries in 2022 was 21,766. Documentation capabilities within the system, coupled with the ability to track all information related to a work order, lend themselves to increased compliance with safety regulations and organizational protocols.
Assigning work orders to teams or individuals promotes accountability and helps to ensure that work orders are completed at an acceptable standard.
Increased productivity
As previously stated work order request systems help in streamlining, automating, making faster, and working more precisely and efficiently which reduces administrative inefficiencies. All teams’ work can be focused in one direction with manual work reduced.
Purpose of Work Order Request Forms
Capture All Necessary Information: Almost all work order request forms provide a structure for all the necessary information about the job or service being requested.
Work Order Request Forms help make sure the requester is giving all the details so it can minimize the risk of miscommunication when it comes to turning in forms that might not be completed.
Initiate Formal Requests: Work order request forms also provide initiation for a more formal request for the specifics of a particular job or to get a service for a company or organization dept.
They give a proper structure when it comes to ordering a work or service you need to be completed.
Provide Structure Work Order: A work order request form has all the necessary information to be completed about the details of a job given or services needed to be done to help see clearer about the type of work or job or needed to be completed if it is for the hospital or to mow the lawn.
Resource Prioritization and Allocation: It is common for work order request forms to include details about the priority of a given task, increasing organizations’ ability to efficiently prioritize and allocate resources.
In doing so, tasks that are urgent in nature are tended to promptly, leading to increased operational effectiveness as a whole.
Component of Work Order Request Form
Details of the requester
Information about the individual or department requesting the work request is accumulated here. This includes the name of the requester, contact information, and significant organizational details.
Description of task
A specific field for a detailed account of the services or tasks needed is maintained. Clear, detailed task descriptions are extremely beneficial for the accurate comprehension of the required work.
Level of Priority
Options or fields to determine the importance of the associated work request are included in this section. By distinguishing the importance of the given assignment, resources are efficiently allocated, and high-priority tasks are expedited.
Deadlines and Timelines
This section allows the requester to specify any deadlines or timeframes associated with the task. This information aids in scheduling and planning, contributing to timely task completion.
Location Information
This section includes a field to specify the physical location where the work is to be performed. This is particularly important for on-site tasks, ensuring that the assigned personnel are aware of the work location.
Attachments
This option allows the requester to attach any relevant documents, images, or files that support and provide additional context for the requested work. Attachments are an integral part of clear communication.
Best Practices for Designing Work Order Request Form
- Keep the form basic and simple. Avoid needless complications that might mislead consumers.
- Provide clear and straightforward instructions for each form field, so that users know what information is required.
- Arrange the form fields in a logical order, following the natural flow of information. Begin with the basics then advance to more specialized material.
- Mark necessary fields for relevant data information. This guarantees that important elements are not neglected during the form submission.
- Keep the number of obligatory fields to a minimum to reduce user irritation while gathering important information.
- To achieve a visually unified and professional appearance, use consistent formatting, including font styles, colors, and field alignments.
- To make data entering easier, use dropdown menus and checkboxes for typical replies.
- Implement date pickers for date-related entries to improve consistency and prevent mistakes.
- Provide clear and precise error messages for submissions that are incomplete or erroneous. Instruct users on how to correct problems.
- Make sure the form is accessible and user-friendly on all devices, including PCs, tablets, and smartphones.
Work Request Form Template
![3 Ways to Manage a Maintenance Work Order System [+ Template]](https://assets-global.website-files.com/62294553e9aeea20d15d7bc2/636d496051e53a0e57da3d06_Group%2048095895%20(2).webp)
Template Functionality
- The use of a work request template ensures that pertinent information is systematically captured for different types of tasks.
- The standard format provides a simplified platform to enhance communication between the requesters and implementers by clearly defining necessary details.
Creating Customized Work Request Template
- Form owners can set up custom templates that cater to their specific line of work.
- Work request templates allow a wide range of response formats, such as text, numbers, multiple choice, and more, to fit individual tasks.
Automation and Logic Builder
- Utilizing automation and logic on forms allows tasks to be automated and specific actions to be taken depending on user responses, streamlining processes.
- The logic builder allows for inspections to occur allowing for forms to dynamically adapt to the user based on conditions, this leads to more accurate and efficient data collection.
Public Access through URLs & QR Codes
- Work request templates can be accessed by anyone through public URLs and QR codes.
- This feature makes external submissions easier, providing a convenient, user-friendly way for people outside of your organization to submit work requests.
Wrapping It Up
A study of healthcare institutions that used real-time monitoring found a 40% drop in patient death rates and a 30% gain in operational efficiency. An efficient work order system is necessary for uninterrupted operations, optimal resource deployment, and increased responsibility in companies.
This article compiled what is a work order and how to submit one, which is required for task registration, review, and delegation. On that basis, electronic forms, regular samples, and unified integration are strategies that should be used to get the desired results throughout work order management processes.
For increased productivity and responsiveness, it is crucial to employ forward-thinking technologies that can dramatically improve work order management.
One such innovation is Xenia, a work order management system that streamlines the entire process in ways unimaginable just a few short years ago.
With Xenia, you get user-friendly screens, customizable work request templates, and robust automation tools that keep the entire organization effortlessly focused on completing their assignments.
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
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