What is a work request?

A work request is a formal, written request for an employee to perform a task or service. There are many types of work requests, and they can be used for different purposes.

What is the difference between work orders and requests?

Work order and work request are often used interchangeably, and their definitions can vary depending on the context and the organization. However, in many cases, there is a distinction between the two:

  • A work request is an initial communication or document submitted to initiate work to be done. It is typically a formal or informal notification from an individual or department to another department or team requesting the completion of a specific task or project. The work request provides details about the work to be done, including the nature of the task, desired outcomes, deadlines, required resources, and any specific instructions. Work requests are often used to track and prioritize incoming work and facilitate efficient workflow management.
  • A work order, on the other hand, is a more formal document that is generated after a work request has been approved and accepted. It serves as an authorization to carry out the requested work. A work order provides additional details and instructions that may have yet to be included in the initial work request. It typically includes information like the specific tasks to be performed, the location or department where the work will be done, safety requirements, cost estimates, and other relevant information. Work orders often have unique identifiers or reference numbers and are used to track the progress of the work, allocate resources, and record completed tasks.

What are the different types of work requests?

Various types of work requests can be encountered in different industries and organizational settings. The specific types of work requests may vary depending on the organization's operations. Here are some common types of work requests:

  • Maintenance work requests: These requests involve repairs, servicing, or maintenance of equipment, machinery, facilities, or infrastructure. Examples include fixing a broken machine, repairing a leaky roof, or servicing an HVAC system.
  • Facilities management work requests: These requests relate to requests for assistance or maintenance in office spaces, buildings, or facilities. Examples include requests for cleaning services, lighting repairs, plumbing issues, or room temperature adjustments.
  • Project work requests: These requests pertain to initiating new projects or specific tasks within existing projects. Examples include proposals to develop a new software application, design a marketing campaign, or conduct a research study.
  • Administrative work requests: These requests typically involve administrative tasks and support. Examples include requests for document preparation, scheduling meetings, booking travel arrangements, or ordering office supplies.
  • Change requests: These requests are related to proposed changes in processes, procedures, or systems within an organization. Examples include requests to modify software functionalities, update workflows, or change organizational policies.
  • Procurement requests: These requests involve the acquisition of goods or services. Examples include recommendations to purchase new equipment, office furniture, or software licenses.

Steps to fill out a work request

The steps to fill out a work request can vary depending on the organization and the request submission method. However, here is a general outline of the steps involved in filling out a work request:

  1. Identify the requested work: Clearly understand and identify the task or project for which you submit the work request.
  2. Gather relevant information: Collect all necessary details related to the work request. This may include the location, equipment, resources, specific instructions or guidelines, desired deadlines, and supporting documentation or attachments.
  3. Use the request form or template: If your organization has a specific work request form or template, use it to ensure consistency and provide all required information. If you need help, you can create a document or use an online platform to submit the request.
  4. Provide contact information: Include your name, department, and contact information so the responsible parties can reach you if they have any questions.
  5. Describe the work request: Clearly and concisely describe the work request, including the task details, the purpose, any specific requirements, and desired outcomes.
  6. Add supporting documentation: If there are any relevant documents, files, or attachments that support the work request, include them. This could consist of diagrams, pictures, previous reports, or any other information that helps clarify the request.
  7. Prioritize or assign urgency: If there are different levels of priority or speed for the request, indicate the desired priority level. This helps the responsible parties understand the timeline and importance of the request.
  8. Submit the work request: Once you have filled out the work request form or document and reviewed it for accuracy and completeness, submit it through the designated channel in your organization. This could be an online submission form, an email to a specific department, or using a CMMS.
  9. Follow up: After submitting the work request, monitor its progress and follow up with the relevant parties if necessary.

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Work requests are an integral part of every maintenance team

A work request helps you track what has been done and what needs to be done. Maintenance teams use work requests as part of their quality assurance plan, as they provide an accurate record of the work performed on assets, equipment, and at facilities.

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