How to create a maintenance work order

A maintenance work order is an official document used to formally seek and approve the execution of maintenance duties for machinery, infrastructure, or systems. It acts as a means of communication between the parties or divisions responsible for initiating maintenance and the maintenance staff or teams entrusted with the task. These Work orders play a crucial role in the systematic arrangement, prioritization, and monitoring of maintenance tasks within an entity.

How to Create a Maintenance Work Order

Generating a maintenance work order involves outlining the necessary tasks for sustaining or fixing equipment, facilities, or systems. Below is a general guide on how to generate maintenance work orders:

1. Identify the Maintenance Task: Determine the maintenance task to be performed, whether it involves routine maintenance, repairs, inspections, or upgrades.
2. Define the Scope: Clearly delineate the scope of the maintenance work, specifying equipment, location, and other relevant details.
3. Collect Information: Gather relevant details about the equipment or system requiring maintenance, including serial numbers, model numbers, and any specific requirements.
4. Create a Template: Develop a standardized template for maintenance work orders, incorporating fields such as work order number, work description, location, equipment details, priority level, requester information, date and time of request, materials needed, labor hours estimate, assigned technician or team, and authorization/approval space.
5. Capture Visuals: If applicable, include visual aids like photos or diagrams to enhance technicians' understanding of the task.
6. Assign Responsibilities: Clearly designate the individuals or teams responsible for the task based on their skills and availability.
7. Set Priority Levels: Establish priority levels to ensure timely attention to urgent tasks.
8. Obtain Approval: CEnsure that the work order receives approval from the relevant authority or department.
9. Distribute the Work Order: Distribute the work order to assigned technicians or teams, ensuring they grasp the scope and possess all necessary information.
10. Record Completion Details: After completing maintenance, record details like actual time spent, materials used, and any additional notes.
11. File and Archive: Maintain a record of completed work orders for future reference, aiding in tracking maintenance history and planning future tasks.
12. Review and Improve: Periodically assess the maintenance process and work order system, identifying areas for enhancement.
13. Use Technology: Consider employing maintenance management software or tools to streamline the process, automating scheduling, tracking maintenance history, and generating reports.
14. Training and Documentation: Ensure users are trained on the work order system, and documentation is readily available for reference.

Importance of Maintenance Work Orders

Maintenance work orders play a vital role in effective maintenance management within an organization, impacting various facets of asset and facility maintenance. Key reasons for their significance include:

1. Organization and Prioritization: Work orders provide a structured way to manage and prioritize maintenance tasks based on urgency, importance, and available resources.
2. Efficient Communication: Acting as a formal means of communication, work orders reduce the likelihood of miscommunication between those requesting maintenance and the responsible personnel.
3. Resource Planning: By detailing required materials, tools, and labor, work orders facilitate effective resource planning, ensuring appropriate assignment of skilled personnel and resources.
4. Documentation and History: Work orders create a documented history of maintenance activities, aiding in trend analysis, issue identification, and informed decision-making.
5. Compliance and Auditing: Work orders assist in complying with safety regulations and industry standards, providing a traceable record crucial for audits and inspections.
6. Cost Management: Contributing to cost control, work orders estimate labor hours, materials, and resources, aiding in budgeting and cost tracking.
7. Downtime Reduction: Timely and proactive maintenance, facilitated by work orders, minimizes unexpected breakdowns, reducing downtime and enhancing operational efficiency.
8. Accountability and Tracking: Work orders assign responsibility, ensuring planned maintenance tasks are completed, and tracking their status provides visibility into ongoing activities.
9. Performance Analysis: Data generated by work orders allows assessment of maintenance team performance and process efficiency, informing continuous improvement efforts.
10. Safety and Compliance: Work orders often include safety instructions and compliance requirements, ensuring maintenance aligns with safety protocols and regulatory standards.
11. Optimized Asset Lifespan: Regular, well-planned maintenance, facilitated by work orders, contributes to extending asset lifespans and maximizing return on investment.
12. Emergency Preparedness: Work orders help differentiate between routine maintenance and emergency repairs, facilitating quick responses to urgent issues.
13. Data for Decision-Making: Information from completed work orders provides valuable data for informed decisions regarding asset management, equipment replacement, and overall maintenance strategy.

Author: 

Ashwini Chauhan

Lead Consultant -Maximo