What is a work order?

A work order is a document that describes all the information necessary to complete the assigned task. Include details of the job, who authorized it, and who it is assigned to.

Additionally, what the task entails, what materials it requires, what resources it requires, information about the service history of the job, and data about any other expectations regarding the work in question. Managers, technicians, and even contractors depend on work orders to organize, assign, prioritize, track, and complete tasks.

Types of work orders

There are different types of work orders depending on which industry you are referring to.

1.Internal or external

Internal:

They may be for internal asset management, such as the maintenance of own facilities.

External (requested by a client):

• Repairs at the client’s home
• Facilities
• Maintenance orders

2. Inspection orders

They can have checklists, To do lists. They are used to inspect subcontractor deliveries, safety inspections.

3. Audit orders

They are carried out by internal or external personnel. Work orders for audits define the scope, objectives, criteria and methodology, improving transparency and control.

Work order vs. request:

 

A work request is a need for something sent to another person, which is not yet approved, scheduled and assigned. Meanwhile, a work order is the result of an order that has already gone through necessity, approval and assignment controls.

The difference between work order and request is the same as between genus and species. Where the genus is the work order and encompasses the request (species).

The request is just one more piece of a higher gear that is the work order (project) in which a specific visit is sent to the technician (by message, email, etc.), and it can be accepted, as well as confirmed its completion by the technician in time after the completion of the work.

What is the work order management process?

There are many types of work orders, so they can have several processes, but these are the most common:

1. Job application:

The process begins with the submission of a job application. This can come from various departments or areas of the company. Requests may be for maintenance, repair, special projects or other activities that require intervention.

2. Creation of the work order:

Once the request is received, a formal work order is created. This includes details about the task, location, required resources, and any other relevant information. Here a unique number is assigned to the work order for tracking and reference.

3. Prioritization:

Work orders are usually prioritized based on urgency and importance.
Specific criteria can be established to determine priority, such as impact on production, safety, or regulatory compliance.

4. Resource allocation:

Once prioritized, the resources necessary to complete the work order are assigned. This includes personnel, tools, equipment and materials.

5. Programming:

A schedule is established for the execution of the work order. This means assigning specific dates and times to start and complete the task.

What are work order management best practices?

Standardized and centralized processes

For maximum efficiency, standardize the process as much as possible and ensure that each work order goes through the same flow. By normalizing processes, you can more effectively analyze and compare performance to the process.

Efficient job assignment

Today’s scheduling tools are capable of automating the scheduling process based on history, skills, and resource availability.

Priorization

It’s important that you have a system that not only helps you track and focus on high-priority tasks, but also prevents low-priority tasks from falling by the wayside.

Clear communication with your subcontractors

Ensure communication and collaboration between contractors is clear and as consistent as possible to avoid major disruptions. Ensure contractors are aligned with the process and incorporate proper documentation to drive compliance.

Improving work order management with Solop

Do you need to improve collaboration among your team personnel?
Do you need to work online or with greater visibility?
Do you want to offer a better experience to your customers?
Do you want to automate your processes to reduce your costs?

With Solop Field Service Management software you can simplify your work orders by automating processes, standardizing them and making them easier for your entire team.

With Solop work order management, companies can easily create, track and complete work orders, schedule and dispatch field service technicians, manage inventories and resources, and improve the overall performance of their field service operations. By giving full real-time visibility into the progress and status of work orders, Solop’s work order management solution will allow you to improve efficiency, reduce downtime and increase customer satisfaction.

Frequent questions