Anatomy of a Work Order Management Process #infographic


Anatomy of a Work Order Management Process #infographic

The easiest way to ensure that any work is completed is to define the work to be done, delegate it to others, and set a reasonable due date for its completion. You'll use a project management tool to do this in an office environment. You can use tools like CMMS and dedicated job management systems to control work activities in technical industries (such as equipment maintenance) and manufacturing environments where tasks involve doing physical work.

When you want to make sure a certain task is completed correctly and on time, what do you do?

You create a task, clarify what needs to be done, assign it to a particular person, and set a due date. And you practically have a job order when you do all that.

But here in the intro, we can't tell you any of the secrets. You will have to read the rest of the article in which we take a look for detailed explanations:

Many organisations will only regularly control the first form of work order we have mentioned so that they can evaluate the amount of proactive vs. reactive maintenance work they do. As you might imagine, for organizations who want to transition from reactive to proactive maintenance or just want to monitor and compare costs associated with preventive and reactive work, this is very valuable information.

Maintenance managers or maintenance supervisors can review work requests in most cases and, if accepted, delegate them to specific technicians. Some repair technicians would have the authority to review incoming job requests in an alternate scenario and determine which one they want to pick up. In both ways, understanding who approved a job request (be it a supervisor or the technician himself) is not a waste.

Now, whether you are operating a property maintenance business or just dealing with job requests that come from outside your organization, your technicians should also know who requested the job so that they can follow up if necessary for more details.

A list of steps (read the instructions) may be included in the work order for more complicated job assignments. For example, a maintenance checklist may be included that outlines the steps taken to perform a particular maintenance task. Alternatively, a more detailed explanation of the task would typically be appropriate (as it is simply not plausible to build maintenance checklists for each task that a technician would need to perform).

"Fix a fridge on the second floor" doesn't always narrow it down sufficiently if you have a larger facility or handle several locations.

A proper work order should specify at which location the asset in question is and provide some kind of number (like a serial number) that defines the asset uniquely.

A correct work order must be allocated to someone and have an estimated completion date and period, as we have stated many times in this article. If you are wondering why "time" is significant, it is because there are usually several tasks scheduled for each day for a maintenance technician and some tasks have to be carried out earlier than others.

If, for example, when the afternoon shift begins, a computer needs to be lubricated, then there is a specific period when that needs to happen. The WO may not literally say "lubricate machine XY this Thursday" in this case.

An additional advantage to setting time for completion is that it allows job planners (managers and supervisors to maintenance) to arrange and coordinate workloads between various team members (as it causes them to think about how much time it takes to accomplish a certain task when arranging maintenance work).

Anatomy of a Work Order Management Process #infographic

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