April 17, 2023

Work Order Steps

Just like a police desk sergeant meticulously gathers information about a crime, a well-crafted work order captures all the crucial details about a maintenance task. This post delves into the various aspects of a work order, highlighting its importance and the steps involved in its life cycle.

What is a Work Order?

Think of a work order as a detailed report, much like how a desk sergeant documents a crime. It outlines the who, what, when, where, and why of a maintenance task. A supervisor considers critical information such as:

Job Type. Does the job require a repair, a routine inspection, or a safety hazard needing immediate attention?

Location. Where is the asset needing the work?

Problem Description: What's malfunctioning or needs attention? What specific actions does the technician need to rectify the situation?

Of course, if the work order pertains to a preventive maintenance task, this description could entail inspections, cleaning, replacement parts, etc., and not necessarily a general repair.

Prioritization—Addressing Urgency

Just as a desk sergeant prioritizes a crime in progress over a petty theft, maintenance supervisors assign work orders a priority level based on urgency. Let's break down the importance and urgency of some of these priority levels.

Emergency/Safety Hazards. These top the list, requiring immediate attention to prevent further damage or injury.

Urgent Repairs. Essential equipment breakdowns or critical system failures fall into this category.

Routine Preventive Maintenance (PM). Scheduled maintenance tasks to keep equipment running smoothly come next. You might put neglected PMs higher on the priority scale.

Non-critical repairs. These are repairs scheduled without significantly impacting operations.

For a further discussion on "important" and "urgent," read the article from Stewart Leadership.

The "How-To" of Work Orders—Planning and Preparation

Similar to a detective arriving at a crime scene and meticulously assessing the situation, a work order outlines the necessary steps for completing the job.

Inventory Requirements. What tools, parts, and materials do technicians need to complete the task?

Job Steps. Sometimes, a repair or inspection must follow a certain order. Many times, you'll have safety protocols to adhere to. Add these steps or a checklist to the work order.

Scheduling—When Does It Happen?

Unlike a detective working a case until the end, you can schedule preventive maintenance tasks in advance since they involve routine tasks. Repairs, on the other hand, need placing on the calendar based on priority and type of job.

Assigning the Right People for the Job

Just as a case might be escalated to a specialized detective team, a maintenance supervisor assigns work orders to the most qualified personnel available. Let's look at a few related variables.

Skills and Experience. The supervisor considers the worker's skillset and experience to ensure they're equipped to handle the task.

Crew or Solo Assignment. This depends on the complexity of the job.

Schedule and Workload. The supervisor factors in the technicians' current workload and scheduling to optimize work distribution.

The Execution—Putting the Plan into Action

Now comes the heart of the matter—the actual work! Read on for a logical sequence of stages in this phase.

Maintenance Workers. They perform the assigned task—inspection, repair, cleaning, or lubrication. They strive for efficiency and top-notch quality while adhering to the work order's instructions.

Reviewing for Improvement. After completing the work, the technician should review the job. Were all steps followed? Were all steps followed properly and completely?

For instance, replacing a gasket takes care of one of the steps in the repair. However, if the technician misaligns the gasket, you have further problems in the future.

Further review includes checks from the supervisor. That person verifies the job's completion and quality. He examines reports related to costs, worker performance, and adherence to timelines.

Discuss comments and feedback for future similar tasks.

This review process helps identify areas for improvement in the work order system, training procedures, or overall maintenance strategies.

The Power of a CMMS

Facilities that utilize a Computerized Maintenance Management System (CMMS) for work orders experience significant benefits.

• Work Requests. Many maintenance jobs start as requests. CMMS software offers an organized and efficient way to process these requests. Even those who don't use the system can submit requests, such as through an HTML link.
• Simplified Work Order Creation. Each work order will have the same required fields to fill out, plus optional fields for extra relevant data.
• Bill of Material. Adding required materials eliminates guesswork and ensures technicians have everything they need.
• Scheduling and Dispatching. Using a CMMS calendar, you drag and drop work orders. This also dispatches the job to the assigned technician.
• Quality Control. Attach checklists, image attachments, safety regulations, and even video guidance.
• Mobile Access. Maintenance technicians can access work orders and relevant information on their mobile devices. What a value for those who work in the field or away from the office.
• Eliminating Paperwork. CMMS eliminates the hassle of confusing paper-based work orders. The system acts as the central database for asset, inventory, and work order records. This includes a history of completed and ongoing work orders for future reference.
• Reporting and Analytics. Supervisors gain access to valuable reports on on-time compliance, worker performance, and cost analysis.
• Improved Communication and Collaboration. Real-time updates and information sharing within the system ensure everyone involved stays on the same page. Technicians can access work orders, upload completion reports, and communicate directly with supervisors.
• Enhanced Regulatory Compliance. You have easy access to documentation to show auditors and regulators that you've stayed in compliance.
• Inventory Management. Assets need maintenance. Maintenance needs parts and supplies. The same system you use for work orders keeps track of your inventory. Through the CMMS, you organize your stock and rack quantities. You can set up notifications and auto-reorder purchase requests when stock levels reach a minimum threshold.
• Improved Asset Management: Track maintenance history, equipment performance data, and repair costs within the CMMS. The system tabulates depreciation values.

Conclusion

The seemingly simple work order plays a critical role in ensuring the smooth operation and longevity of your equipment. With a CMMS to assist you, you standardize the work order process.

You stay ahead with preventive maintenance. You stay informed about open, closed, and backlogged work orders. You have a calendar for scheduling and for knowing upcoming jobs.

Mapcon Technologies offers a CMMS versatile enough for numerous industries. From hospitals to education to ethanol plants to manufacturing, MAPCON delivers with easy-to-use work order menus. Call today for more information. 800-922-4336

For further details about work order software read this article.