Work Order Automation
A work order is a document providing detailed instructions for maintenance or service tasks, including what needs to be done, who will do it, and by when.
It is fundamental in order to organize business processes, ensuring better results for both the company and its employees.
Therefore, it is important to understand everything about Work Orders–what they are, what they look like, how to manage them, and their impact on the maintenance sector–and all this is exactly what we will explain in this complete guide. Enjoy!
What is a Work Order?
Work Orders are used by the maintenance team to formalize and detail the work that has been requested for execution, such as: performing the inspection of some part, component, or equipment, the materials, tools, people responsible, and the equipment needed to do the work.
Imagine a hypothetical situation where a rolling bearing needs to be replaced. In this case, you can create a Work Order outlining the problem, the price of the repair, the priority, and the most suitable technician for the activity.
Everything clearly reported in one single document. They are essential for ensuring efficient and organized maintenance operations.
Regardless of the sector in which they are required, Work Orders are very useful, as they formalize the work performed by the maintenance team.
With them, it is easier to achieve all the standards that the organization seeks to maintain, as well as to have a historical record of occurrences. That is why it is so important that they are filled out correctly.
What Is a Work Order Used For?
Work orders are used to:
- Schedule and assign maintenance tasks.
- Track progress and completion of maintenance activities.
- Document asset history and maintenance records.
- Ensure compliance with regulatory standards.
- Manage resources and materials effectively.
What Are the Types of Work Orders?
Different types of work orders address various maintenance needs, ensuring that all tasks are managed efficiently.
Understanding these types of work orders helps organizations implement effective maintenance strategies, ensuring all aspects of equipment care are covered comprehensively. Here are the primary types:
Preventive Work Orders
Preventive work orders are scheduled maintenance tasks designed to prevent equipment failures.
These tasks are based on regular intervals or usage metrics and aim to extend the lifespan of assets and avoid unexpected breakdowns.
Corrective Work Orders
Corrective work orders address issues that have already occurred. They are created in response to identified problems or failures, focusing on restoring equipment to its optimal operating condition as quickly as possible.
Predictive Work Orders
Predictive work orders rely on data and analytics to predict potential failures before they happen. These tasks are scheduled based on condition monitoring and trend analysis, allowing maintenance teams to intervene quickly to prevent unplanned downtime.
Emergency Work Orders
Emergency work orders are for urgent, high-priority tasks that require immediate attention.
These are issued when unexpected critical failures occur, ensuring rapid response to minimize the impact on operations.
Reactive Work Orders
Reactive work orders are similar to corrective but are typically unscheduled. They are created in response to immediate issues that need addressing without prior planning, often due to unforeseen circumstances.
Electrical Work Orders
Specific to electrical maintenance tasks. Include detailed instructions for addressing electrical issues, ensuring compliance with safety standards and regulations.
General Work Orders
Cover routine maintenance and minor repairs. Used for everyday tasks that keep equipment and facilities in good working condition.
Inspection Work Orders
Scheduled inspections to assess the condition of equipment and facilities. Help identify potential issues before they become serious problems, ensuring proactive maintenance.
Safety Work Orders
Tasks focused on ensuring the safety of the workplace. Include safety inspections, repairs of safety equipment, and addressing hazards to comply with safety regulations.
Special Project Work Orders
For non-routine tasks and projects. Used for special initiatives, upgrades, or large-scale maintenance projects that fall outside regular maintenance activities.
Understanding Maintenance Work Orders
Maintenance work orders are structured documents that detail every aspect of a maintenance task.
They provide clarity on task requirements, including the tools, labor, and time needed. This structured approach reduces confusion and ensures timely completion of tasks.
Difference Between Request Types and Work Orders
- Request Types: Represent initial submissions for maintenance needs, typically from non-maintenance personnel.
- Work Orders: Formalized tasks derived from requests, often with added details like required resources and scheduling.
Work Order Vs. Work Request
- Work Request: An informal or initial request for maintenance or service.
- Work Order: A formal document that includes the scope, resources, and timeline of the task.
From Work Request to Work Order
The transition from a work request to a work order involves evaluating the request, determining feasibility, allocating resources, and scheduling the task for execution.
Work Order Vs. Purchase Order
- Work Order: Focuses on maintenance tasks and activities.
- Purchase Order: Involves procurement of goods or services required for operations.
Examples of Work Orders Vs. Purchase Orders
- Work Order: Fixing a broken conveyor belt.
- Purchase Order: Ordering a replacement part for the conveyor belt.
Work Order Creation and Completion Process
What is the Work Order Lifecycle?
The lifecycle of a work order encompasses the entire process from identifying a maintenance task to completing it.
This structured approach ensures that maintenance activities are organized, tracked, and efficiently executed, reducing downtime and improving equipment reliability.
Phase 1: Task Identification
The first phase involves identifying maintenance tasks, which can be either planned or unplanned.
Planned maintenance includes routine inspections and preventive measures scheduled based on historical data or manufacturer recommendations.
Unplanned maintenance addresses unexpected equipment failures requiring immediate attention to avoid further damage and downtime.
Phase 2: Work Request Submission
In this phase, detailed work requests are submitted for review and approval. The request should include a thorough description of the issue, the equipment involved, and any initial diagnostics.
This information is crucial for the maintenance team to understand the task at hand and prepare accordingly.
Phase 3: Work Request Evaluation
The final phase involves evaluating the work request to determine its feasibility, resource needs, and approval. The evaluation checks the task urgency, the availability of necessary parts and tools, and the expertise required.
Once the request is deemed feasible and resources are available, it is approved and converted into a work order, ready for execution.
Phase 4: Work Order Creation
Approved work requests are then converted into formal work orders. This phase involves detailing the job information, including specific tasks, required tools, materials, and safety instructions.
Creating a comprehensive work order ensures that all necessary details are documented, facilitating smooth execution.
Phase 5: Work Order Distribution and Completion
Once created, work orders are assigned to the appropriate technicians. This phase ensures that each task is allocated to a team member with the right skills and availability.
Technicians then complete the tasks within the set timeline, adhering to the instructions and safety protocols outlined in the work order.
Phase 6: Work Order Documentation and Closure
After task completion, all activities are documented, including resources used and any issues encountered. This documentation is crucial for maintaining accurate maintenance records.
The work order is then closed, indicating that the task has been completed and all relevant information has been recorded.
Phase 7: Work Order Review and Analysis
The final phase involves reviewing and analyzing completed work orders. This analysis helps identify trends, recurring issues, and opportunities for process improvements.
Insights gained from this review can enhance future maintenance strategies, contributing to more efficient and effective maintenance operations.
What does a paper Work Order look like?
The main purpose of a WO is to guide the work that needs to be done, both in relation to the manager’s expectations and to what is expected from the team involved.
With this resource, it is possible to control productivity, labor, and materials used in the service delivered.
With that in mind, it is clear that the WO is used by maintenance leaders as a requisition and authorization to allow the team to perform a given task.
There are several types of Work Orders in maintenance, which can vary significantly according to the segment in which they are being directed.
However, there are some standards to be followed that, together, configure a “WO model”. They are as follows:
- Requester (collaborator) data;
- Date of issue;
- Document number (to distinguish each Work Order and simplify organization) – e.g. BC#32408;
- Values (unit and total) and costs;
- Signatures with job specifications (of the requester, the executor, and the occupational health and safety technician);
- A detailed description of the processes with all the information to be performed;
- Information on the equipment, labor, and procedures recommended to be used in the service;
- Term of responsibility (defining the obligations of each party involved);
- Work Order Review (field to keep the WO always up to date);
- Operational risk (it is crucial that managers know these risks and seek to minimize them);
- Personal protective equipment required to perform the work;
- Preventive measures (according to work safety regulations);
- Capabilities and skills that are required to perform each task.
How to Create the Perfect Work Order in Six Steps
- Step #1: The Task is Identified - Determine the need for maintenance through routine inspections or reports.
- Step #2: The Maintenance Request is Created - Submit a detailed maintenance request, specifying the problem and affected assets.
- Step #3: The Work Order is Prioritized and Scheduled - Classify the urgency and set a schedule based on operational needs.
- Step #4: The Work is Assigned and Completed - Allocate the task to the right technician and track its progress.
- Step #5: The Work Order is Closed and Documented - Update the system with task details and mark the work order as completed.
- Step #6: The Work Order is Analyzed and/or Reworked - Review the outcomes for improvements or adjustments to future work orders.
How to Create a Work Order System Your Team Will Use
What Information Should a Maintenance Work Order Request Include?
A work order is a comprehensive document that outlines the specifics of a maintenance task.
Understanding its key components ensures that all necessary information is captured, facilitating efficient and effective task execution.
Asset
Identify the specific piece of equipment needing work. Clear identification helps in allocating the right resources and ensuring that the correct maintenance procedures are followed.
Description of Issue
Detail the problem observed. Include sensory information such as sounds, sights, smells, or feelings experienced at the time of failure or leading up to it. This helps technicians diagnose and address the issue accurately.
Scope of Work
Define the work required to resolve the issue. Outline the tasks to be performed, the skills needed, and any specific procedures to follow. This ensures that technicians know exactly what to do and what is expected.
Parts and Tools Required
List all necessary parts and tools. Specify any special tools or replacement parts needed to complete the job. This helps in preparing for the task and avoiding delays caused by missing items.
Health and Safety Notes
Include safety procedures and equipment required. Highlight any previous accidents or near-misses associated with similar tasks or assets. This ensures that safety is prioritized and risks are minimized.
Date Requested
Record the date when the work order was created and submitted. This helps in tracking the request and managing timelines effectively.
Requester Name/Department/Contact
Identify who created and submitted the work order. Include contact details to facilitate communication and follow-up if needed.
Expected Completion Date
Specify when the work order should be completed. Setting a clear deadline helps in prioritizing tasks and managing schedules efficiently.
Actual Completion Date
Document the actual date when the work order was completed and closed. This provides a record for performance tracking and future reference.
Expected Hours of Work
Estimate the time required to complete the task. This helps in planning and resource allocation.
Actual Hours of Work
Log the actual time taken to complete the task. Comparing expected and actual hours helps in assessing efficiency and identifying areas for improvement.
Task Checklist
Include a step-by-step guide for completing the work. A checklist ensures that all necessary steps are followed, reducing the risk of errors and omissions.
Priority
Indicate the importance of the work order. Classify it as high, medium, or low priority to help in scheduling and resource allocation.
Assigned To
Specify who will perform the work. Include details if more than one person is required or if an outside contractor is needed. This ensures that the right personnel are assigned to the task.
Associated Documents
Attach relevant resources like SOPs, manuals, diagrams, videos, asset history, purchase orders, or images. These documents can help complete the work order more efficiently and accurately.
Notes
Add any other observations that might be helpful. Include information on the frequency of the issue, troubleshooting techniques, or the solution reached.
This additional context can be valuable for future maintenance and analysis.
By incorporating these elements into a maintenance work order request, organizations can streamline their workflows, reduce errors, and enhance overall maintenance efficiency.
Best Ways to Prioritize and Organize Work Orders
Prioritizing and organizing work orders is essential for efficient maintenance operations. Below are the best strategies to ensure work orders are managed effectively:
Criticality
Prioritize tasks based on their impact on safety, compliance, or critical operations. For instance:
- High-Criticality Tasks: Replacing a failing motor in a production line, repairing a malfunctioning hydraulic press, or fixing a temperature control system in a food processing plant.
- Low-Criticality Tasks: Calibrating non-essential sensors, lubricating non-critical auxiliary equipment, or repainting machine housings for aesthetics.
Risks
Evaluate the potential consequences of delaying a task. Consider factors such as:
- Operational Risks: How the delay will affect productivity or equipment performance.
- Financial Risks: The cost implications of inaction, including possible downtime or repair expenses.
Resources
Assess the availability of personnel, tools, and spare parts when scheduling tasks. Consider resource availability when scheduling tasks and allocate them based on:
- Skill Sets: Assign technicians with the appropriate expertise for the task.
- Material Readiness: Ensure that all necessary tools and replacement parts are available to avoid delays.
Task Dependencies
Organize work orders by identifying interdependencies between tasks. For example:
- Perform inspections before scheduling corrective maintenance.
- Coordinate equipment downtime for multiple tasks to minimize disruptions.
Scheduling Efficiency
Use maintenance software to schedule tasks during non-peak hours or planned downtimes. This minimizes the impact on operations and ensures timely completion of critical tasks.
Dynamic Adjustments
Implement a system for real-time prioritization. For example, use alerts from IoT sensors to escalate urgent work orders, such as detecting abnormal temperature or vibration levels in critical equipment.
By combining these strategies, organizations can optimize their work order management processes, ensuring that critical tasks are addressed promptly while maintaining overall operational efficiency.
Benefits of Digital Work Orders Vs. Paper Work Orders
Digital work orders offer a range of advantages over traditional paper-based systems, transforming how maintenance tasks are managed and executed. Below are the key benefits:
Efficient Work Order Completion
Digital systems streamline the creation, assignment, and tracking of work orders, ensuring faster completion times.
Automation reduces manual errors and simplifies communication between team members.
Reduced Storage Costs
Paper-based systems require physical storage space, which can become costly and difficult to manage over time.
Digital work orders eliminate this need by storing all records securely in cloud-based or local systems.
Improved Accessibility
Digital work orders can be accessed from anywhere, using desktop or mobile devices. This feature is particularly valuable for teams working in multiple locations or remotely, enabling real-time updates and collaboration.
More Visible Data
Digital systems provide dashboards and real-time analytics, allowing managers to monitor work order statuses, identify bottlenecks, and make data-driven decisions to improve workflows.
Lower Labor and Planning Expenditures
Automation in digital work order systems reduces the time spent on manual planning, scheduling, and data entry.
This frees up maintenance teams to focus on high-priority tasks, increasing overall efficiency.
Enhanced Accuracy and Compliance
Digital platforms ensure all work orders include necessary details, reducing miscommunication and improving adherence to safety and regulatory standards.
Additionally, they provide an audit trail for compliance purposes.
Better Resource Management
Digital work orders integrate with inventory management and CMMS platforms, helping organizations track resource usage, such as spare parts and labor hours, more effectively.
Scalability and Flexibility
Unlike paper systems, digital solutions can easily scale with organizational growth.
They allow customization and integration with other enterprise systems, such as ERP or asset management software.
By adopting digital work orders, organizations can enhance their maintenance operations, reduce costs, and improve overall productivity.
How Does CMMS Work Order Software Work?
CMMS work order software centralizes maintenance operations by automating task scheduling, tracking, and documentation.
It integrates real-time data, streamlines communication, and provides actionable insights to optimize maintenance workflows.
Benefits of Using Work Order Software
Effective work order management brings numerous benefits, especially in the context of predictive maintenance. Here are some key advantages:
1. Reduce Costs
Implementing preventive and predictive maintenance through structured work orders helps reduce repair costs and extend the lifespan of assets.
Regular maintenance prevents unexpected breakdowns, which are often more expensive and disruptive. This proactive approach leads to significant cost savings over time.
2. Increase Data Access
Centralizing all work order-related data in a single platform allows stakeholders to access real-time information instantly.
This improves decision-making and enhances communication across departments.
3. Expand Data Visibility
Advanced reporting and analytics features provide insights into performance metrics, such as task completion rates and equipment reliability.
This visibility helps identify trends and inefficiencies, enabling continuous improvement.
4. Improve Efficiency
Streamlining task management with work orders significantly reduces downtime. By ensuring that all necessary information is available and tasks are well-organized, technicians can complete their work more efficiently, leading to increased productivity and less time wasted on redundant activities.
5. Enhance Compliance
Digital work order systems ensure that maintenance tasks meet regulatory standards by maintaining an accurate audit trail.
This reduces the risk of non-compliance and associated costs.
6. Streamline Resource Management
Integrated inventory and asset management features track spare parts, tools, and labor availability, ensuring that resources are ready when needed.
This eliminates delays and keeps maintenance schedules on track.
7. Boost Team Collaboration
With cloud-based or mobile-enabled work order software, team members can update task statuses, share information, and communicate in real-time, regardless of location.
This improves coordination and reduces downtime caused by miscommunication.
8. Scalability for Growth
Work order software adapts to the changing needs of an organization, supporting scalability and integration with other enterprise systems like ERP and CMMS platforms.
This ensures seamless operations as the business expands.
9. Support Predictive and Preventive Maintenance
Many work order solutions integrate with IoT sensors and predictive analytics tools, enabling organizations to transition from reactive to proactive maintenance strategies. This reduces unexpected failures and increases asset reliability.
Managing work orders isn’t just about tracking tasks—it’s about ensuring maintenance runs efficiently, resources are allocated properly, and teams stay ahead of failures.
Tractian CMMS takes work order management to the next level, turning a traditionally reactive process into a smart, streamlined, and data-driven approach that eliminates inefficiencies and maximizes uptime.
Work Order Automation
In the traditional way, paper Work Orders can be lost, pile up on the maintenance planner’s desk, cause delays, among other problems.
With automated work order creation, maintenance teams can generate, prioritize, and assign tasks effortlessly, ensuring no request goes unnoticed.
Nowadays, there are softwares that allow WO automation, such as Tractian’s CMMS - TracOS™.
Whether it’s preventive, corrective, or predictive maintenance, Tractian enables seamless scheduling, ensuring that the right technicians are assigned to the right jobs at the right time.
A Work Order can be automatically generated when the asset is close to completing 20,000 hours of operation, i.e. close to the time of replacement.
Customizable workflows allow teams to structure maintenance plans to fit operational needs, while real-time updates provide full visibility into work order progress and completion.
Technicians stay connected with Tractian mobile app, enabling them to access work orders, log activities, and update statuses—even offline.
Integrated inventory management ensures that spare parts and resources are always available, preventing delays caused by missing components.
And with direct ERP integrations (SAP, Oracle, Microsoft Dynamics, and more), maintenance and procurement teams work in sync, eliminating silos and improving resource planning.
Work orders should drive efficiency, not slow you down. Are you ready to simplify maintenance and maximize reliability?
Want to learn more about automated Work Orders and the CMMS TracOS™ platform? Schedule a demonstration and ask one of our experts all your questions.
