Work Orders 101: The Complete Guide to Maintenance Work Order Management

Introduction

Work orders are the backbone of any successful maintenance operation. They are the document that connects problem discovery with its solution, ensuring that no task gets lost in the daily chaos.

One hour of unplanned downtime can cost your organization more than $25,000. Improving work order management can be an effective way to control these costs.

What is a Work Order?

A work order is a formal document issued to authorize a specific maintenance task. It includes all the necessary information to complete the work successfully, from the problem description to required spare parts.

An effective work order consists of:

• Clear description of the task or problem
• Location of the asset or equipment in question
• Priority level (urgent, medium, low)
• Technician or team assigned to execute
• Required spare parts and tools
• Safety procedures to be followed
• Estimated time for completion
• Target start and end dates

Work Order Lifecycle

1. Creation

A work order begins when a problem is discovered or a scheduled maintenance date arrives. It can be created manually by a technician or supervisor, or automatically through a CMMS system based on preventive maintenance schedules.

2. Approval

The supervisor reviews the work order details and confirms its necessity and priority. Some work orders may require multiple approvals, especially if they involve high costs.

3. Planning and Scheduling

The planner determines the appropriate technician, ensures spare parts availability, and selects the most suitable time to execute the work to minimize impact on production.

4. Execution

The technician performs the task according to the attached instructions. They record the start and end times and document any observations or problems encountered.

5. Closure and Documentation

After completing the work, the work order is closed with complete documentation including: work completed, spare parts used, actual work time, and any recommendations for the future.

Types of Work Orders

• Corrective Work Orders: To repair breakdowns after they occur
• Preventive Maintenance Orders: Pre-scheduled tasks
• Inspection Orders: For periodic equipment inspection
• Emergency Orders: For urgent problems affecting safety or production
• Improvement Orders: To upgrade or modify equipment

Best Practices in Work Order Management

• Use a digital system instead of paper – saves time and prevents data loss
• Define clear priority levels and standardized criteria
• Attach photos and illustrative files when needed
• Track actual work time to improve future estimates
• Review closed work orders to extract lessons learned
• Link work orders to asset records to build a complete maintenance history

Transitioning from Paper to Digital

Managing work orders with paper or Excel spreadsheets may work in small facilities, but quickly becomes ineffective as operations grow. A CMMS system provides:

• Automatic creation of preventive maintenance orders
• Instant notifications to technicians on their phones
• Live tracking of each work order’s status
• Complete searchable record
• Reports and analytics to improve performance

Conclusion

Organized work orders are the foundation of effective maintenance. Invest in developing your processes and systems to ensure every task is executed efficiently and documented properly.