The maintenance work order system is the core of the maintenance management department. We discuss what a work order is and how to streamline your work order process in this comprehensive tutorial.
What is a Work Order Program?
An organization’s work order program involves a repair request that moves from the requester to the maintenance manager to the technician completing the request.
The work order is typically a written document or electronic form the requester must complete and submit to start the work order process—the series of methods by which work orders are obtained and finished. A vital component of a well-organized maintenance system is the work order.
Even while the work order process can be a hassle for many facilities, it creates the groundwork for practical and functional facility management when adequately handled.
The Work Program Process
Work order programs include the procedures for requesting, carrying out, and documenting maintenance. The work order form is the primary means of communication and maintenance documentation throughout the process.
The work order program consists of 6 phases.
Task recognition
Naturally, recognizing the necessity for the procedure to take place is the first step in the process. Various techniques trigger maintenance, including observable failures and usage- or time-based indicators. Whatever the method, the process begins as soon as a need for care emerges.
A work order created by the requestor
The next step is to begin a work order request form as soon as a staff member discovers that an asset needs maintenance. The document includes information on the location of the assets, the problem or maintenance required, specifics regarding the circumstance, images or videos, if applicable, and any other pertinent details.
The work order approved by the maintenance manager
The request is then processed and approved as the next stage. This stage should involve acquiring specific components or tools needed for the requested maintenance. The utilized software, under the supervision of a maintenance manager, usually carries out the processing.
Upkeep is assigned
You must allocate each task manually if you cannot set up automated work order assignments. When selecting a priority level for each work order and deciding who to assign it to, keep the following in mind:
● Urgency
● Team readiness and current workload
● Overall implications of the issue
● The expertise of a technician
Complete the upkeep and end the work order
The technician completes the required maintenance on the asset at the appointed time and date. This could include the time spent performing maintenance, the materials bought or needed to complete the request, and pictures of the fixed concern. The technician completes the maintenance, records their work, and fills out the work order form with all necessary details.
Review the work order
Check the work order regularly to ensure the asset is still performing at its peak performance. After the maintenance is finished and documented, the asset’s life returns to normal. From this point on, the asset will keep regularly operating until another maintenance request necessitates initiating the work order process.
Why Do Companies Need an Effective Maintenance Work Order System?
Online management solutions are becoming increasingly necessary to keep up with the world’s expanding digitalization. The field business industry must make its processes more efficient, and software is the most often used method. Many solutions on the market automate various aspects of the work order management process, which is no exception.
A work order system makes the management and planning of work orders easier. Recording earlier work and making it simple to assess also makes future resource planning, estimation, and maintenance work accessible.
Management and communication effectiveness
Another effective method to increase productivity is to have a comprehensive work order management system, which cuts down on human labor and eliminates surveillance. Facilities managers can prioritize work orders more effectively by tracking all work and equipment statuses in real-time. It enables staff to take a proactive approach to maintenance.
Additionally, managers will receive automatic notifications about service requests, status updates, and crises, allowing them to respond quickly when necessary. The system communicates effectively between facility managers, maintenance personnel, and end users.
Maintenance personnel efficiency
Because they can access work orders and status updates in real-time on the ground with any device, maintenance workers can benefit greatly from an online work order system.
Maintenance personnel can get to work since the digital work order contains all the necessary details and detailed instructions. When finished, they can quickly update the job status and provide specifics about the task on a mobile device.
Cost savings from preventive maintenance
A streamlined work order process lowers maintenance costs by carefully selecting a maintenance worker with the right skills and pay. It is also possible to allocate a worker positioned appropriately distanced from the job site. This cuts down on the total time and materials needed to finish a work order.
Workers can perform more preventative maintenance than expensive emergency repairs thanks to a well-planned maintenance program and a work order system that monitors equipment. Additionally, it minimizes downtime, increases equipment longevity, and lowers costs.
Better budgeting and data planning
Systems for managing work orders can collect data and assess the effectiveness of earlier work orders. Management can utilize this information to decide what to do, allocate resources, and create a budget for the future. Researchers in the field service industry can also use the system to schedule preventive maintenance to avoid unexpected breakdowns and replacements. Data from logged work orders automates scheduling.
Takeaway on Maintenance Work Order System
A work order system that meets your demands can automate portions of the procedure and enhance information flow among all parties, as shown by the advantages described in this article. To sum up, the benefits of a comprehensive maintenance work order system are as follows:
● Automated equipment tracking and surveillance reduce manual labor.
● Increased productivity when field maintenance personnel have access to all information.
● Preventive maintenance lowers expenses and increases equipment longevity.
● Data from work orders that have been documented allows for improved future planning and budgeting.