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How to Make a Work Order and Work Order Management

How to Make a Work Order and Work Order Management

Are you running a business that’s employing service professionals regularly? If so, then you’re probably used to creating work orders. This document lets your service team know what is expected of them. 

Whether you’re a CEO or an intern, once you’ve had enough experience with this, creating work orders can feel like second nature to you. However, some people have never done it before. If you’re one of them, don’t worry! This article will teach you how to create work orders.

What Is a Work Order?

A work order is a document created by managers, supervisors, or team leaders to let their respective employees know their expectations. This document specifies the required tasks and activities that need to be completed for a job, project, or operation. 

A work order is submitted to the service team to know how to perform their duties. The document is also used for accounting purposes. In addition, this document is maintained to keep track of the time and resources used. 

This way, work orders are an essential part of any company or business that needs to pay its workers regularly. After all, You need to keep track of their work hours and activities since you’re the one who pays them.

Where Are Work Orders Usually Used For?

Work orders can be used for a wide variety of services and industries. Some examples include:

  • Janitorial work 
  • Lawn and garden care 
  • Delivery services (professional or personal) 
  • Housekeeping service (in hotels, resorts, nursing homes, etc.) 
  • Construction (for heavy equipment operators)
  • And more!

As you can see, depending on the nature of your business, there are lots of services that can use work orders. Remember that it works best if your company employs service professionals on payroll.

Types of Work Orders

In terms of structure, there are different types of work orders out there. Here are the most common types:

  • Quotations: this type of work order is used to estimate the service professionals’ rate of pay. Based on this document, you can tell if a particular worker will fulfill your request or not. If it’s too pricey, then maybe you should find someone else who charges less for their services.
  • Daily Activity/Task Orders: also known as DATO, this type of work order lets employees know what they should accomplish on a particular day. It specifies the activities and duties that need to be handled, organized, and done for specific clients or customers.
  • Monthly Activity/Task Orders: this type usually goes hand-in-hand with the daily activity orders mentioned above. The main difference between the two is that this document covers the activities and duties for every month.
  • Weekly Work Order: as the name implies, this document specifies all duties and projects that need to be done for a particular week.
  • Unplanned Work Order: This work order addresses work not specified in the monthly work order. It’s an unscheduled job that has to be done, but there isn’t enough time to make a DATO.
  • Planned Work Order: when you have scheduled and organized work, you can create a planned work order, so the service professionals will know what they’ll be doing for that job.
  • Project Work Order: if you’re working on something big or complex that spans weeks or even months, then this type of work order is used. This document includes all the details and specifics, as well as the exact time required to finish the job.
  • Internal/External Work Order: These work orders specify whether the work is for internal or external use. For example, that’s why an internal work order has a lock on its cover page while an external work order doesn’t have one.
  • Manual Work Order: this type of work order is used to monitor the employees’ activities. For example, it’s common practice that employers use manual work orders during drug testing.
  • Automatic Work Order: This work order is necessary to automatically track the time, date, and resources used in specific projects. It also sends a follow-up email to managers after a job has been finished.

Key Principles of Good Work Order Management

A work order is a document that manages the services and activities of a company. As such, it’s essential to keep track of these important factors:

  • Accuracy: your work orders should be as accurate and detailed as possible, so your clients and customers will know what they’re paying for.
  • Collaboration: make sure all documents are organized according to location, project, and task. Also include contact details so your service professionals can easily touch base with one another.
  • Completeness: There should be a complete list of all activities and tasks covered by the work order. This way, customers won’t have to rewrite their documents to let you know what they want from you.
  • Standardization: if your company uses work orders, then these are the ones that are used time and again.
  • Security: this should be a given for any document in your company. To reiterate, only authorized workers could see internal lockdown documents while making external documents public to other companies.
  • Maintenance: a work order should be maintained regularly. And that’s to say; you have to update it from time to time depending on the project that needs attention.
  • Completeness: since this is a project document, it should have a complete list of all the activities and tasks in a particular project.
  • Actionability: this is a work order, so it should be actionable with specific details for every activity and task in the document.
  • Flexibility: every good work order should be flexible enough to handle any changes that may come along the way.

How to Create a Work Order

Now that you’re fully aware of a work order, the next and final step in this topic is to know how to create one. You can create a work order by following these steps:

  1. Determine the task and the service that needs to be done.
  2. Prepare all the materials required for the job.
  3. Perform the tasks as scheduled.
  4. Fill out your work orders (include time, location, name, and other relevant details) when you’re finished.
  5. Press ‘save,’ and that’s it!

Now, here are the specifics for each step:

Determine the task and service that needs to be done.

Before creating a work order, do thorough research about what you’ll need to begin with. This way, it’ll be easier to create an efficient work order that won’t waste your time. These are the details you need to keep in mind when determining what needs to be done:

  • Identify all tasks and services required for the job or project.
  • Check if any special requirements (like permits, equipment, materials, etc.) might affect the order.
  • Identify the task or service that needs to be completed first.
  • Finally, determine how much time it takes to finish one task or service, as well as the number of people needed to complete the project.

Why Use DataMyte Digital Clipboard

Do you want to make creating work orders easier? If so, use DataMyte Digital Clipboard! The DataMyte Digital Clipboard is an online platform that enables you to develop tools to boost overall workflow and productivity. By using the DataMyte Digital Clipboard, you can create work orders to centralize all your documents and contracts in one place while easily sharing them with other people.

For more information about DATAMYTE and other features that it offers, visit our website now.

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