What is a Work Order?
A work order is a formal document that authorizes and tracks maintenance work. It contains all information needed to complete a job and serves as the historical record of work performed on your assets.
The Work Order Lifecycle
Stage 1: Request
Work is identified and requested:
- Operator reports equipment issue
- Scheduled preventive maintenance due
- Inspection reveals needed work
- Management requests project
Stage 2: Review and Approval
Request is evaluated:
- Validate the need
- Assess priority and urgency
- Estimate resources required
- Approve or reject request
Stage 3: Planning
Work is prepared for execution:
- Define scope of work
- Identify required parts and materials
- Estimate labor hours
- Ensure parts availability
- Assign to technician
Stage 4: Scheduling
Work is scheduled based on:
- Priority level
- Resource availability
- Equipment availability
- Production schedule
Stage 5: Execution
Work is performed:
- Technician performs work
- Documents actual time and materials
- Notes any additional issues found
- Obtains required approvals
Stage 6: Completion and Review
Work is closed out:
- Verify work completed properly
- Update asset records
- Close work order
- Analyze for improvement opportunities
Essential Work Order Information
- Work order number (unique identifier)
- Asset identification
- Problem description or work requested
- Priority level
- Requester information
- Assigned technician
- Due date
- Parts and materials needed/used
- Labor hours estimated/actual
- Completion notes
- Supervisor approval
Priority Levels
- Emergency: Immediate safety hazard or total production stop
- Urgent: Significant impact, needed within 24 hours
- High: Important, scheduled within 1 week
- Normal: Standard priority, scheduled as resources allow
- Low: Nice to have, completed when convenient
Benefits of Good Work Order Management
- Clear accountability for work
- Complete maintenance history
- Better resource planning
- Improved cost tracking
- Support for warranty claims
- Regulatory compliance documentation
Common Problems and Solutions
- Incomplete information: Use required fields
- Work done without orders: Simplify order creation
- Orders never closed: Implement review process
- Priority abuse: Define clear priority criteria