Work order management software

How do you keep track of work orders?

Work order software helps you keep track of work orders, manage scheduling, record status of maintenance tasks, and analyze work order data. There are six steps to creating, tracking, and managing an effective work order:

1. Identify the task (is it reactive or preventive?)
2. Create a maintenance task using work order software to detail the job
3. Prioritize and schedule the work order
4. Assign and execute the work order
5. Close and document the work order
6. Analyze the work order data and decide on next steps.

Learn more about best practices for how to track your work order (opens in a new tab).

Work order software vs CMMS: What’s the difference?

Work order software is incredibly useful for work order creation and management. It allows teams to assign work efficiently, stores the work histories of every order and asset, and gives real-time notifications on scheduled and finished work.

However, as useful as work order software is, it is a stand-alone solution. A computerized maintenance management system (CMMS), on the other hand, goes beyond basic work order management. It provides a much wider range of functionality and features for teams to streamline their maintenance workflows and operations.

In addition to work order management, a CMMS also includes a scheduled maintenance planner, asset profiles and management, and inventory management. Many vendors also offer a mobile app that makes it easier to document work in real-time for field technicians or remote workers, with or without internet connection.

What are the 4 types of work orders?

The four types of work orders used in CMMS software include preventive maintenance work orders, inspection work orders, emergency work orders, and corrective maintenance work orders. Work orders that are not within the scope of those four categories would fall under general work orders.

• Preventive maintenance work orders: Scheduled routine maintenance done on assets to prevent unplanned equipment failure and machine downtime. Preventive maintenance (or preventative maintenance) falls between reactive maintenance and predictive maintenance.
• Inspection work orders: Indicates when an asset needs to be audited or inspected. This is usually based on a predetermined interval of time, similar to preventive maintenance work orders. An inspection may result in the creation of a new work order or service request if an issue is discovered.
• Emergency work orders: Created when an asset breaks down unexpectedly and needs to be repaired immediately.
• Corrective maintenance work orders: Created when issues are discovered while conducting preventive maintenance, inspection, general, or emergency work order tasks. A corrective maintenance request is able to be planned and scheduled since the issue was identified before asset failure, which is helpful if a purchase order needs to be created for new parts.
• General work orders: Includes maintenance tasks that do not fall under preventive maintenance, inspection, emergency, or corrective maintenance work orders. Examples include tasks like setting up new equipment, taking down equipment no longer in use, or painting.

What should be on a work order?

A good work order has 16 different sections that provide the necessary details for maintenance workers to effectively understand and complete the task at hand. The 16 components are detailed in this blog article. You can also use this work order template (opens in a new tab) to help you create better work orders. Work orders are like anything else your facility produces - they must be made well and free of defects. If one part of the process is off, it can affect the entire line.