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<\/a><\/p>\nTable of Contents<\/strong><\/p>\n <\/a> <\/p>\n <\/a> <\/p>\n I\u2018ve found that there\u2019s no single, catch-all category that covers all work orders. Each one is unique \u2014 even if it’s for recurring maintenance. Still, your average work order will generally fall within one of the following buckets:<\/p>\n These pop up when something unexpected needs fixing during other tasks. Say a tech spots a damaged fan belt while servicing an HVAC system. A corrective work order gets created right then, spelling out exactly how to fix it and listing the tools and materials needed.<\/p>\n Emergency work orders are used for unplanned asset breakdowns requiring immediate action. For example, if a production line conveyor belt suddenly stops during peak operations, an emergency work order ensures it’s all hands on deck to fix it fast and keep operations running smoothly.<\/p>\n These focus on checking things out to catch potential issues before they become big problems. For example, scheduling an annual fire extinguisher inspection ensures everything\u2019s up to code. These orders detail what to check and how to report it.<\/p>\n Think of these as your asset’s routine health checkups. Lubricating machinery quarterly to prevent wear and tear is a classic example. It\u2019s all about staying ahead of costly repairs by keeping everything in top shape.<\/p>\n I see these work orders for all the odds and ends that don\u2019t fit elsewhere. From patching drywall and painting office walls to tidying up a storage room, they ensure no task \u2014 big or small \u2014 slips through the cracks.<\/p>\n Electrical work orders handle tasks related to wiring, installations, or electrical repairs. For example, if an office requires additional power outlets for new workstations, this work order would outline the installation process and safety protocols.<\/p>\n Got a big improvement or installation project? That\u2019s where these come in. Whether it\u2019s setting up a new production machine or revamping a workspace, these work orders focus on the details to ensure everything runs smoothly. This also makes them more complex, needing detailed planning.<\/p>\n These are all about keeping people safe and workplaces compliant. Think non-slip flooring for busy areas or safety training for employees. Safety work orders prioritize risk reduction and a healthier work environment.<\/p>\n For the routine tasks that happen like clockwork\u2014daily workstation cleanup, weekly tool checks, or monthly safety meetings. Standing work orders keep these recurring responsibilities organized and on track.<\/p>\n Work orders are often conflated with similar documents called work requests and purchase orders. Let’s take a look at what distinguishes one from the other.<\/p>\n <\/a> <\/p>\n The difference boils down to who starts the process. A work order is created internally by maintenance teams to assign tasks and manage responsibilities, while a work request comes from someone outside the maintenance team \u2014 usually to report an issue or request a service.<\/p>\n In practice, I\u2019ve experienced how a simple work request, like reporting a broken machine, sets the wheels in motion for an efficient maintenance process.<\/p>\n Once the request is received, it\u2019s up to the maintenance manager to turn it into a work order. That work order outlines the task, assigns it to the right person, and ensures it gets done. This system doesn\u2019t just keep things running smoothly \u2014 it bridges the gap between teams, cutting out miscommunication and ensuring nothing falls through the cracks.<\/p>\n <\/a> <\/p>\n The difference between a work order and a purchase order<\/a> lies in their purpose and who drives the process. A work order assigns tasks and manages responsibilities\u2014think repairs, maintenance, or service jobs. A purchase order, on the other hand, tracks and authorizes transactions, like buying goods or services.<\/p>\n In practice, I\u2019ve seen how the two often work hand-in-hand. For example, let\u2019s say there\u2019s a broken HVAC unit in your building. A work order gets created to outline the repair job, assigning it to the technician. But what if replacement parts are needed? That\u2019s where a purchase order comes into play. The procurement team uses it to authorize buying the parts, ensuring everything\u2019s tracked and accounted for.<\/p>\n This system works because it covers two critical bases: getting the job done and ensuring the tools or resources are in place to do it. When both documents do their job, you avoid delays and miscommunication.<\/p>\n <\/a> <\/p>\n <\/a> <\/p>\n The work order management process<\/a> can often be boiled down to a simple progression \u2014 covering everything from work request approval to closure. Let me walk you through the critical phases:<\/p>\n The work order management process begins with someone submitting a work request. If the request is deemed urgent and necessary by the maintenance manager, it gets approved, and a work order is officially created. I\u2019ve personally discovered that clarity at this stage saves countless headaches later.<\/p>\n Not all work orders are addressed immediately. Tasks are prioritized based on urgency. For instance, an emergency repair takes precedence over preventative maintenance. This prioritization ensures that the team focuses on high-impact issues first.<\/p>\n From my experience, being streamlined is vital here \u2014 especially in larger organizations. The goal here is to:<\/p>\n \ud83d\udca1Top tip:<\/strong> I\u2019ve seen teams get stuck at this phase due to unclear hierarchies. That\u2019s why I always recommend defining who has the final say before a work order even lands on their desk.<\/p>\n This is where a good plan transforms into actionable steps. You assign specific dates and times, ensuring the task aligns with overall priorities. I’ve learned that overloading schedules \u2014 or underestimating time requirements \u2014 is a recipe for delays. At this stage:<\/p>\n After scheduling, you’ll assign work orders to the most qualified maintenance staff members. This ensures the job is done correctly and on time.<\/p>\n A work order is useless if it doesn\u2019t reach the technician responsible for executing it. Distribution can happen through various channels: in person, via email, through mobile apps, or using a computerized maintenance management system (CMMS). This step ensures the assigned technician has all the details they need.<\/p>\n This is the hands-on stage where the technician executes the task specified in the work order. Whether it\u2019s repairing equipment, performing maintenance, or conducting inspections, execution is where the actual work gets done.<\/p>\n Having clear instructions and accountability makes all the difference here. In my experience, providing detailed guidelines during the creation phase pays off during execution. Workers knew exactly what was expected, and tasks were completed with fewer questions and delays.<\/p>\n Key elements of this phase include:<\/p>\n Once the task is complete, it\u2019s essential to document the details: what was done, the time it took, the tools used, and any other relevant insights. Accurate documentation provides valuable data for future reference and helps improve the efficiency of the process.<\/p>\n I find this step invaluable for refining workflows. A thorough review can highlight inefficiencies or gaps that might have been overlooked during planning.<\/p>\n Once the work is documented, the work order is marked as complete, allowing the technician to move on to other tasks. Closure also provides an opportunity to review the process and ensure that everything is handled properly. Ensure that:<\/p>\n I\u2019ve personally found that organized records at this phase make future audits or repeat tasks much smoother.<\/p>\n <\/a> <\/p>\n Here\u2019s what I\u2019ve found to be the key elements every work order should include:<\/p>\n Start with a concise, high-level overview of the request or issue. This acts as the headline of the work order, giving everyone a clear idea of the task at a glance. For instance, instead of writing \u201cFix plumbing,\u201d specify, \u201cRepair leak in second-floor bathroom sink.\u201d<\/p>\n A little detail here goes a long way in setting the right context.<\/p>\n Include the details of the person or department submitting the request. Having a clear point of contact is invaluable when clarifications or updates are needed. Be sure to include:<\/p>\n Every work order needs an accountable party. Clearly identify the individual or team responsible for completing the task. Assigning ownership ensures accountability and eliminates any \u201cI thought someone else was handling it\u201d scenarios.<\/p>\n A specific due date gives the assignee a clear timeframe and allows you to prioritize tasks effectively. I feel being explicit about deadlines \u2014 rather than vague terms like \u201cASAP\u201d \u2014 helps manage expectations on both sides.<\/p>\n Use clear priority labels \u2014 high, medium, low \u2014 to help the team tackle the most urgent tasks first. I\u2019ve seen teams thrive when they know exactly what needs attention immediately versus what can wait a little longer.<\/p>\n Tracking progress is essential. A status field allows you to monitor the work order as it moves through its lifecycle \u2014 from open to in-progress to completed. This transparency helps keep everyone informed and reduces the need for constant updates or follow-ups.<\/p>\n Trust me, it\u2019s a game-changer.<\/p>\n Before closing out a work order, make sure it\u2019s signed off by the right stakeholders. Approvals ensure the work meets expectations and provide a final layer of quality control. I see this step as the difference between \u201cdone\u201d and \u201cdone well.\u201d<\/p>\n Now that you have some background on what work orders should include, below is a helpful template you can use to put work orders of your own together.<\/p>\n <\/a> <\/p>\n If you’re looking to streamline your task management, I recommend HubSpot’s Work Order Template<\/a>. This free, customizable Excel and PDF template helps you efficiently assign and track work orders. By standardizing your work order process, you can reduce miscommunication and enhance productivity.<\/p>\n Download Your Free Work Order Template Today<\/a><\/p>\n Now that you have a template to create your own work orders, here’s a look at what a work order might actually look like in practice.<\/p>\n Source<\/a><\/em><\/p>\n\n
Types of Work Orders<\/strong><\/h2>\n
1. Corrective Maintenance Work Orders<\/strong><\/h3>\n
2. Emergency Work Orders<\/strong><\/h3>\n
3. Inspection Work Orders<\/strong><\/h3>\n
4. Preventive Maintenance Work Orders<\/strong><\/h3>\n
5. General Maintenance Work Orders<\/strong><\/h3>\n
6. Electrical Work Orders<\/strong><\/h3>\n
7. Special Project Work Orders<\/strong><\/h3>\n
8. Safety Work Orders<\/strong><\/h3>\n
9. Standing Work Orders<\/strong><\/h3>\n
Work Order vs. Work Request<\/strong><\/h2>\n
Work Order vs. Purchase Order<\/strong><\/h2>\n
Phases of a Work Order<\/strong><\/h2>\n
1. Work Request Approval and Work Order Creation<\/strong><\/h3>\n
2. Prioritization<\/strong><\/h3>\n
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3. Scheduling<\/strong><\/h3>\n
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4. Assignment<\/strong><\/h3>\n
5. Distribution<\/strong><\/h3>\n
6. Execution<\/strong><\/h3>\n
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7. Documentation<\/strong><\/h3>\n
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<\/p>\n8. Closure<\/strong><\/h3>\n
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What should a work order include?<\/strong><\/h2>\n
1. Brief Description<\/strong><\/h3>\n
2. Contact Information<\/strong><\/h3>\n
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3. Assignee<\/strong><\/h3>\n
4. Due Date<\/strong><\/h3>\n
5. Priority Level<\/strong><\/h3>\n
6. Status Field<\/strong><\/h3>\n
7. Approvals<\/strong><\/h3>\n
Work Order Template<\/strong><\/h2>\n
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