Last Updated on April 26, 2024 by Ossian Muscad
To get work done in your business, you’ll need to know how to write a work order. This document is an official request for work to be completed and provides all the relevant details of the work to be done. Since it’s a formal request, it’s important to learn how to write a work order correctly so there is no confusion about the work that needs to be done.
In this guide, we will discuss everything you need to know about work orders: what they are, how to write them, and tips for managing them effectively.
What is a Work Order?
A work order, also known as a job order or service order, is a document that outlines the work that needs to be done at a particular job site. It is important for businesses and their employees, as it helps ensure everyone is on the same page regarding what work needs to be completed.
Work orders are commonly used for maintenance management operations across industries. You can also use them for follow-up actions from audits or conducted inspections. A work order form is typically used to request work from an external vendor and work from another department within the same company.
The Importance of Work Orders
A work order is the heart of any maintenance management system. Not only are they meant for scheduling and assigning job tasks, but they also help monitor the variety of resources you spend on maintenance. Work orders are essential to any business because they help standardize maintenance workflows, optimize productivity, and manage staff and materials more effectively.
In addition, a work order can help improve communication between departments within a company. Having all the relevant information about a task in one place will make it easier for employees to understand what needs to be done and when. This can help avoid confusion and potential delays in work.
Work Order Vs. Work Request Vs. Purchase Order: What’s the Difference?
Understanding the distinctions between a work order, work request, and purchase order is crucial for efficient business operations. Here’s how they differ:
Work Order
As mentioned earlier, a work order is a formal directive to perform a specific task. It follows a work request and contains detailed information on what work needs to be done, how, and by whom. It may also specify the materials, tools, and time frame for the job. Work orders are often generated internally and used to track tasks, maintenance, or services to be completed.
Work Request
A work request is essentially a precursor to a work order. It is an initial request for work that needs to be done but hasn’t yet been approved or detailed. Work requests can be submitted by employees, customers, or partners, detailing a problem or a need without specifying how it should be solved. Once reviewed and approved, a work request can be converted into a work order.
Purchase Order
A purchase order, on the other hand, is a financial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. Unlike work orders, which are about tasks to be performed, purchase orders are strictly for the purchase of goods or services. They serve as a legal offer to buy and, once accepted by the seller, become a legally binding agreement.
Key Differences
- Purpose: Work orders and work requests focus on needed tasks and services, while purchase orders concentrate on purchasing goods and services.
- Process: Work requests start the process and, once approved, turn into work orders. Purchase orders, however, are part of the procurement process.
- Authority: Work orders authorize maintenance or work tasks internally, while purchase orders authorize transactions with external vendors.
Understanding these differences ensures that businesses can appropriately manage maintenance work, service requests, and procurements, leading to smoother operations and efficient workflow management.
Tips for Writing a Work Order
There are different ways to create a work order, depending on the company’s requirements and the needs of its customers, among other factors. In any case, a streamlined process for work order management will save the business time and money while ensuring that work is completed in a timely and efficient manner. Here are some general guidelines that will help you write work orders more efficiently:
Understand the Work Requested
It is essential to clearly understand the work that needs to be done before writing the work order. This means knowing the specific details, such as what needs to be fixed, where it is located, and when it needs to be completed. If possible, it is also helpful to get a visual of the work that needs to be done. This can be in the form of photos, videos, or diagrams.
Consider the Resources Needed
Once you have a clear understanding of the work requested, you can start thinking about the resources needed to complete the job. This includes materials, tools, and manpower. It is important to be as specific as possible when listing the resources needed, as this will help avoid work delays.
Be Brief and Specific
A work order should be brief and to the point. There is no need to include excessive detail or information irrelevant to the work that needs to be done. This will only simplify the work order and make it more difficult to understand. In addition, all work orders should be dated and include a reference number. This will help keep track of work orders and ensure that they are completed promptly.
Use Paperless Work Orders
While paper-based work orders are still viable, they’re slowly being phased out in favor of paperless work orders. Paperless work orders have many advantages over their paper-based counterparts, including being more efficient and easier to track. In addition, they are more environmentally friendly and can help save on costs.
Set Realistic Estimates and Timetables
When creating a work order, it’s crucial to set realistic estimates for how long tasks will take and when they can be accomplished. Accurate time estimates not only ensure that work is scheduled effectively but also allow for better resource allocation and customer satisfaction. To achieve this, consider past work orders for similar tasks, understand the complexity of the work requested, and take into account the availability of your team and materials. Setting realistic timelines helps in managing expectations for all parties involved and contributes to a more efficient and trustworthy workflow.
Work Order Procedure
The Work Order Procedure is a systematic approach to managing and executing work requests efficiently and effectively. Below are the essential steps involved in the process, detailed to ensure clarity and comprehensive understanding for all parties involved.
- Work Request Submission and Review: The process begins when an employee, customer, or partner submits a work request detailing the need for maintenance, repair, or service. The responsible department or personnel then reviews the request to assess its validity, urgency, and the resources required to address it.
- Work Order Approval and Creation: Once the work request is evaluated and deemed necessary, it is approved and converted into a work order. This step involves detailing the specific task(s) to be done, listing required resources, and assigning a unique work order number for tracking purposes.
- Work Order Assignment and Scheduling: The approved work order is then assigned to the appropriate team or individual based on expertise and availability. During this step, a schedule is determined, and the priority of the work order, the availability of necessary resources (both human and material), and estimated timelines are factored in.
- Work Order Execution and Monitoring: With the work order assigned and scheduled, the designated team or individual proceeds with executing the tasks as outlined. Throughout this stage, progress is closely monitored to ensure adherence to the schedule and quality standards and to address any unexpected issues that may arise.
- Work Order Completion and Record-keeping: Upon completion of the task(s), the work order is closed out with a detailed report of the work done, resources used, and any deviations from the initial plan. This record is important for future reference, billing purposes, and to inform continuous improvement efforts.
How to Manage Work Orders Effectively
Work order management can be a daunting task, especially for small businesses. However, there are several steps that you can take to ensure that work orders are managed effectively:
- Establish clear policies and procedures for work order management.
- Assign someone to be in charge of work order management.
- Keep track of work orders using a work order management system.
- Use work order templates to streamline the work order creation process.
- Conduct regular reviews of work order management procedures.
- Create a work order management checklist.
- Organize work orders by department, work type, or other relevant criteria.
- Prioritize work orders based on urgency.
By following these tips, you can be sure that your work orders are being managed effectively and efficiently.
Frequently Asked Questions (FAQs)
Q1: What is the difference between a work request and a work order?
A work request is an initial submission by an employee, customer, or partner indicating the need for maintenance, repair, or service. A work order, on the other hand, is an authorized agreement or task created after a work request is approved, outlining the specific work to be done, resources needed, and timelines.
Q2: How can I prioritize work orders effectively?
Work order priorities should be based on urgency, impact on operations, availability of resources, and customer needs. Emergency repairs and safety-related issues should always be at the top of the list, followed by preventative maintenance and then routine tasks.
Q3: What should be included in a work order report?
A work order report should include detailed descriptions of the work completed, resources used (including labor, materials, and equipment), time spent, any deviations from the original plan, and the outcome. It may also include recommendations for future maintenance or repairs.
Q4: Can work orders be modified after they are created?
Yes, work orders can be modified after creation to accommodate changes in scope, resources, or timelines. However, any modifications should be clearly documented, communicated to all stakeholders, and approved by authorized personnel to ensure transparency and accountability.
Q5: How do paperless work orders improve efficiency?
Paperless work orders streamline the creation, distribution, execution, and tracking of work orders by eliminating physical paperwork and manual data entry. This digital approach provides real-time updates, reduces errors, facilitates easier communication and collaboration among teams, and allows for better resource management.
Q6: What are some common challenges in work order management, and how can they be addressed?
Common challenges include poor communication, incomplete work requests, over/underestimation of resources, and scheduling conflicts. Addressing these challenges requires clear policies, effective training, a centralized work order management system, regular process reviews, and proactive communication among all parties involved.
Streamline Work Order Creation and Implementation with DATAMYTE
DATAMYTE is a quality management platform with low-code capabilities. Our Digital Clipboard, in particular, is low-code workflow automation software that features a workflow, checklist, and smart form builder. This tool lets you create customizable work order templates, track progress, and collaborate with team members in real-time.
DATAMYTE also lets you conduct layered process audits (LPA), a high-frequency evaluation of critical process steps, focusing on areas with the highest failure risk or non-compliance. Conducting LPA with DATAMYTE lets you effectively identify and correct potential defects before they become major quality issues.
With DATAMYTE, you have an all-in-one solution for efficient work order management and quality control. Book a demo now to learn more about how we can help streamline your processes and improve overall organizational efficiency.
Conclusion
Work orders are essential documents for your daily operations. They allow you to keep track of work progress, ensure that work is completed in a timely manner, and avoid disruptions in your workflows. By following the tips in this guide, you can be sure that your work orders are being managed effectively and efficiently.
