Maximising Efficiency: A Guide to Effective Work Order Management in Maintenance

• Published date: 14 March 2024
• Author: Louise Simpson

In any organisation, maintaining equipment and facilities is essential to ensure smooth operations and prevent costly downtime. A key component of efficient maintenance management is the effective handling of work orders. From creation to completion, managing work orders requires careful coordination of tasks, resources, and personnel. Every organisation does it differently, but having worked with organisations all around the world for over 40 years, we thought we would put together this guide highlighting key steps and best practices for the process of work order management. 

1. Creating a Work Order 

Every maintenance task begins with the creation of a work order. This document serves as a roadmap for the maintenance team, detailing the necessary actions to be taken. When creating a work order, it’s crucial to include the following information: 

1. Task Identification: Clearly identify the maintenance task to be performed. Whether it’s routine maintenance, repairs, or inspections, providing a clear description ensures that technicians understand the scope of work. 
2. Information Required: Specify the equipment or asset involved, location, priority level, and any relevant safety precautions. Include details such as required materials, tools, and estimated time for completion.

2. Assigning Work Orders

Once a work order is created, it needs to be assigned to the right person for the job. Effective assignment ensures that tasks are carried out by qualified technicians in a timely manner. Key steps in assigning work orders include: 

• Personnel Allocation: Match each work order to technicians based on their skillset, availability, and workload. Assignments can be made manually or through automated systems for efficiency. 
• Notification: Notify assigned technicians of their new work orders promptly. Utilize communication tools such as email, SMS, or mobile apps to ensure technicians are aware of their responsibilities.

3. Carrying Out Work Orders 

With the work order assigned, technicians can begin carrying out the required tasks. To ensure successful completion, provide clear instructions, checklists, and guidelines: 

• Instructions: Detail the steps to be taken to complete the maintenance task effectively. Include any special procedures, safety precautions, or troubleshooting steps. 
• Checklists: Provide technicians with a checklist of tasks to be completed. This helps ensure that no steps are missed and that work is performed consistently to a high standard. 
• Compliance: Ensure that all work is carried out in compliance with relevant regulations, standards, and company policies. Document any deviations or issues encountered during the process.

4. Completing Work Orders 

Once the maintenance task is finished, technicians should update the work order to reflect completion. This may include: 

• Work Performed: Provide a summary of the work performed, including any repairs made, parts replaced, or adjustments made to equipment. 
• Time and Costs: Record the time spent on the task and any associated costs, such as labor, materials, or external services.
   

5. Managing All Work Orders & Work Order Reporting 

Effective maintenance management involves not only handling individual work orders but also overseeing the entire maintenance workflow and generating insightful reports. This includes: 

• Asset and Parts Management: Track the status of assets and inventory levels to ensure timely maintenance and replenishment of parts. 
• People and Processes: Monitor technician performance, workload distribution, and adherence to maintenance procedures to identify areas for improvement. 
• Cost Analysis: Analyse the costs associated with maintenance activities to identify opportunities for cost savings and efficiency improvements.

By following these steps and incorporating best practices into your work order management process, you can streamline maintenance operations, minimise downtime, and maximize the lifespan of your assets. Embracing technology solutions such as computerised maintenance management systems (CMMS) like Agility can further enhance efficiency and transparency in work order management. With effective work order management, you can keep your operations running smoothly and achieve long-term success. 

We hope you have found this guide useful and feel free to get in touch with our globally based team for more information around how we work with organisations like yours to enable effective work order management.