How to Organize Work Orders

Woman using laptop in warehouse learns how to organize work orders
 Woman using laptop in warehouse learns how to organize work orders

Learning how to organize work orders is a critical process that influences how efficiently and effectively your company fulfills requests. It can also have an impact on your company’s cost-cutting efforts. This complex process requires cross-departmental collaboration, communication, and effective scheduling

Following industry best practices can help to streamline operations and reduce disorganization, particularly when using a Computerized Maintenance Management System (CMMS) such as LLumin’s CMMS+.

Best Practices for Organizing Work Orders

The strategies listed below can help you streamline your work order management processes from initial request to completion. They can help your organization more efficiently fulfill work orders and support optimal maintenance operations.

How to Organize Work Orders

1. Standardization & Centralization

Adopt a uniform process and centralize information.

2. Formal Work Order Requests

Streamline the creation and initiatiation of work requests with detailed information with LLumin’s CMMS+. 

3. Prioritization

Evaluate urgency and impact to prioritize tasks.

4. Scheduling & Preventive Maintenance

Plan regular maintenance to prevent breakdowns.

5. Assigning & Tracking

Quickly assign tasks and track progress in real-time.

6. Documentation & Analysis

Keep comprehensive records for continuous improvement and ideas on shrinking MTTR levels.

1. Standardization and Centralization of Work Order Data

Establishing standardized work order processes is the first step toward better work order management. You should follow a consistent approach when creating, evaluating, and executing work orders. Standardization can reduce confusion and human error, ensuring consistency throughout the phases, from initiation to completion. Further, centralizing your work orders with a CMMS can help improve cross-departmental visibility and coordination.

2. Implement a Formal Work Order Request System

Implementing a formal work order request system can help eliminate inefficiencies and streamline work order creation and tracking within your organization. Your chosen system should collect detailed information about each request, such as the nature of the job, the urgency, and any specific requirements or constraints. 

Also, consider a cloud-based, mobile-ready system that streamlines the process and allows your team to access work orders from anywhere using a handheld device. Implementing a formalized process can ensure that all necessary information is collected from the start and will enable better planning and execution.

3. Prioritizing Work Orders

Not all work orders are created equal. Your ability to prioritize work order requests based on important criteria such as urgency, their potential impact on your operations, and resource availability will be essential to reducing downtime. Prioritizing your work orders will help ensure that business-critical tasks are addressed first while less urgent tasks are scheduled when appropriate.

4. Scheduling and Preventive Maintenance

Proactive maintenance, such as regularly scheduled inspections, repairs, and maintenance, can reduce the likelihood of unexpected downtime. This will also help reduce urgent work order requests. Using the right CMMS can help you schedule and complete preventive maintenance tasks on a regular basis. The advantages of using a CMMS to support preventive maintenance go far beyond improved work order management and can help extend the life of your company’s assets and equipment.

5. Assigning and Tracking Work Orders

Work order management involves assigning tasks to the right technicians and personnel and tracking the progress of these assigned tasks in real time. This process is also supported by LLumin’s CMMS+, which helps entire maintenance teams access work orders conveniently from anywhere with a mobile device. Using the right CMMS can help ensure your maintenance teams stay updated on ongoing changes and new assignments, regardless of their location. 

6. Documentation and Analysis

Comprehensive documentation of your work orders will establish a valuable data source for your organization. This data can then be analyzed and used to support continuous improvement, helping your organization identify trends, pinpoint areas for improvement, and make data-driven decisions to optimize work completion processes. 

The Role of CMMS in Work Order Management

LLumin’s CMMS+ can be a transformative tool in organizing and optimizing your work order processes. LLumin offers a range of benefits which include:

  • Centralized Database: LLumin’s CMMS+ centralizes data management, providing a single platform for easy access to work order information. This increases efficiency by improving collaboration and communication among stakeholders, managers, and team members.
  • Scheduling and Preventive Maintenance: LLumin can help plan and deploy preventive maintenance tasks. In fact, it can automate the entire process from start to finish, ensuring task completion and the most efficient use of resources.
  • Tracking and Mobile Access: With LLumin, updates and work order information are immediately accessible around the clock with the convenience of any mobile device, enabling your team to make real-time informed decisions.
  • Documentation and Analysis: LLumin provides the tools required to document and analyze performance, allowing users to support continuous improvement.

Organizing Work Orders With LLumin

If you’re in the process of learning how to organize work orders to increase productivity, efficiency, and reliability, you should consider best practices and use an advanced CMMS system with modern work order capabilities, such as LLumin’s CMMS+. Using an innovative cloud-based, mobile-ready solution to digitize and automate work orders will be pivotal in propelling your organization to new heights of operational efficiency.

Getting Started With LLumin

LLumin develops innovative CMMS software to manage and track assets for industrial plants, municipalities, utilities, fleets, and facilities. If you’d like to learn more about the total effective equipment performance KPI, we encourage you to schedule a free demo or contact the experts at LLumin to see how our CMMS+ software can help you reach maximum productivity and efficiency goals.

Take a Free Tour