A 2023 study conducted by ABB, in association with Sapio Research, found that around 70% of surveyed facilities experience unplanned outages at least once a month. One of the main reasons behind this is inadequate planning. If you are managing operations, you must plan ahead and keep a record of what needs to be done, when, by whom, and for how long.
Documenting these can save your team valuable time, money, and resources. It can also help improve operations by providing analytics with valuable data. Proper documentation needs a set process, and an efficient option is work orders. It keeps maintenance and service operations running seamlessly while making work easier and more seamless for everyone.
Let us take a look at what work orders are, why they matter, and what its different types are.
What is a Work Order?
A work order is a structured request for a task or project. It acts as a clear directive for both internal and external stakeholders. A work order outlines all actions necessary to get a job done. It also includes details about timelines, responsible individuals or teams, and resources needed, all of which are key to staying on top of tasks.
Different From Purchase Orders and Work Requests
The phrase ‘work order’ sounds similar to purchase orders and work requests. But it is important not to get confused between them.
Work requests are the starting point of a work order. Your staff or customers would submit a work request to introduce changes to an asset (such as fixing a leaky pipe). Once you review and approve their request, a work order is created. On the other hand, a purchase order lists the items required to complete a work order. These are typically submitted to external vendors.
To sum up, a work order consists of several important details, including estimated timelines, the person(s) in charge, and the location of the activities involved. Both work requests and purchase orders are also its vital components.
What are the Different Types of Work Orders?
Depending on the frequency and purpose, work orders can be of the following types:
- Inspection work orders: Inspection work orders involve the regular monitoring and assessment of equipment and facilities. You use them to identify and address current or potential concerns that could cause bigger problems if left unattended. These orders help maintain safety standards and extend the longevity of equipment.
Example: Checking if all lights and bulbs on-site are working
- Emergency maintenance work orders: Emergency work orders are about items that require immediate attention. Emergencies can arise from unexpected issues that disrupt regular operation, such as system failures and machine breakdowns. Using these orders, you can ensure quick responses and reduce disruptions at work.
Example: Faulty wires requiring urgent repair
- Corrective maintenance work orders: Corrective maintenance work orders are reactive. This means you or your staff can create it only after identifying a problem. These orders are necessary to ensure operational efficiency and restore system functionality. Compared to emergency maintenance, corrective maintenance work orders address concerns that are more routine and safer.
Example: Replacing a machinery part that has stopped working
- Preventive maintenance work orders: Preventive work orders involve routine maintenance. These include tasks that are scheduled at regular intervals to assess equipment condition and replace faulty parts. The goal of preventive orders is to extend the life of assets and avoid costly repairs.
Example: Regular fogging for pest control in and around a property
Why Should You Use Work Orders?
Creating and executing well-structured work orders helps you and your colleagues in several ways. The benefits, which can be noticed across the organization, include:
- Efficiency: Mentioning all the details required for a task in your work orders informs technicians about precisely what—and how—to do. By preventing miscommunication about expected outcomes, this reduces delays and ensures high productivity.
- Safety: Do you want your technicians to take safety extra seriously? Add step-by-step instructions in your work orders. You can also include detailed checklists if you want them to pay extra attention to specific procedures and create a safer work environment.
- Accountability: Work orders also help ensure task ownership and accountability. When you digitize work orders, each task gets assigned to a suitable technician. The order includes detailed steps, clear deadlines, and a predefined priority level. This way, it is easier to hold everyone involved accountable for their progress; technicians can also log their activities in real time, allowing you to track their performance consistently.
Conclusion
If you are a manager, work orders can make your life easier and your work quicker and more convenient. It also helps all members of your team stay on the same page, ensure proper documentation of all processes, and reduce unnecessary expenses. This makes work orders not just beneficial but a must-have for your organization.