work order management illustrated
work order management illustrated

Work order management solves the confusion and inefficiency caused by scattered task assignments, missing tools, and unclear priorities in manufacturing. 

Without it, workers often rely on verbal instructions, handwritten notes, or scattered communication, leading to delays, mistakes, and frustration. Tasks may stall because the necessary tools or materials aren’t ready, and managers waste time chasing updates instead of focusing on productivity.

With work order management, everything is straightforward. Tasks are digitally assigned with clear instructions, priorities, and deadlines, ensuring workers know exactly what to do and when. 

A software can track progress in real-time, to ensure materials and tools are ready beforehand, and reduces downtime and errors. The result? A smoother workflow, less frustration, and more efficient production for everyone involved.

In a manufacturing setting, work order management typically starts with a request or schedule for production. The system breaks this down into tasks, assigns them to workers or teams, and ensures all necessary resources are prepared. 

Throughout the process, workers can update the status of tasks, and managers can monitor progress in real-time. This minimizes delays caused by missing parts, miscommunication, or unclear priorities.

By implementing effective work order management, manufacturers can significantly improve efficiency and reduce errors. Workers have a clear understanding of their responsibilities, and resources are allocated more effectively. This leads to faster production cycles, fewer bottlenecks, and a more organized and predictable manufacturing environment.

Prevent equipment downtime with work orders and preventive maintenance tools.

Word Orders vs Work Requests

While both work orders and work requests are important for managing tasks, they serve different purposes in a manufacturing setting. 

Alt tag: work order vs work request

A work request is essentially a call to action: a document or message that highlights the need for a specific job to be done. It acts as the first step in the workflow by identifying the problem or requirement, but falls short when providing detailed guidance. For example, a work request might state, “The conveyor belt is malfunctioning,” without specifying what needs to be fixed or how.

A work order, by contrast, is a detailed instruction sheet for completing the work. Once a work request has been approved, it may be converted into a work order. 

The work order includes specific details such as the tasks required, tools and materials needed, deadlines, and the individual or team responsible.  

For instance, in response to the conveyor belt request, the work order might state, “Replace the belt’s motor with a new unit from storage,” along with a timeline and safety instructions.

Key differences:

  • A work request identifies the issue or need but lacks actionable details.
  • A work order provides precise instructions to complete the job effectively.

By distinguishing between the two, manufacturers can ensure smooth operations, with work requests capturing the need and work orders driving execution.

Example of a work request
A worker in a manufacturing facility notices that a machine on the assembly line is making unusual noises. The worker submits a work request to the maintenance department stating:

“The assembly line machine is making loud grinding noises. Please inspect and repair as necessary.”

This work request identifies the problem but doesn’t include detailed instructions on how to resolve it. It’s simply a way of reporting the issue and requesting action. The maintenance team reviews the request to determine the necessary steps to address the problem.

Example of a work order
After receiving the work request, the maintenance manager evaluates the issue and creates a work order for the repair team:

*Work Order #1234:

  • Task: Inspect and repair the assembly line machine.
  • Details: The machine is producing grinding noises. Likely causes include misaligned gears or worn bearings.
  • Instructions: Shut down the machine, inspect the gears and bearings, replace any faulty components, and perform a test run to confirm proper operation.
  • Tools/Materials: Gear alignment tool, replacement bearings (Item #567), lubricant (Product #890).
  • Assigned to: Maintenance Team A
  • Deadline: End of shift on [date].*

The work order provides all necessary information to complete the task, ensuring the repair team knows what to do, what tools and parts to use, and the expected completion time.

This contrast illustrates how work requests identify problems, while work orders translate those requests into actionable plans.

Discover how LLumin’s tools enhance asset tracking and work orders.

Types of Work Orders in Manufacturing

All work orders play an important role in organizing and managing manufacturing tasks. Each type of work order serves a specific purpose, ensuring smooth operations, timely maintenance, and effective response to emergencies. 

Here are the most important types of work orders commonly used in manufacturing.

General work order

A general work order encompasses all the tasks required to keep a factory running efficiently. This document typically outlines the work to be performed, the materials required, the labor hours needed, and the expected machine time. Special instructions, such as safety precautions or specific process steps, may also be included.

For example, a general work order might include tasks like assembling a batch of products, cleaning production lines, or updating equipment software. 

This type of work order ensures workers have a clear understanding of what needs to be done, the resources available, and any unique requirements.

Preventive maintenance work order

Preventive maintenance work orders are designed to schedule routine maintenance tasks that prevent equipment failure. These orders are proactive, addressing potential problems identified during regular inspections before they escalate into major issues.

For instance, replacing worn-out belts on a conveyor system during a scheduled maintenance window helps avoid unexpected breakdowns. 

By addressing potential problems early, preventive maintenance work orders reduce downtime, extend equipment lifespan, and lower repair costs.

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See how LLumin supports industrial manufacturing operations with work order tools

Inspection work order

An inspection work order outlines tasks needed to inspect equipment and identify potential issues. Unlike preventive maintenance, which resolves issues during scheduled maintenance, inspections focus on detecting problems that may require corrective action later.

For example, an inspection work order for a production line might involve checking gear alignments, fluid levels, or electrical connections. Inspections help identify issues before they lead to failures, allowing manufacturers to schedule corrective maintenance at an appropriate time.

Emergency work order

Emergency work orders address urgent issues that require immediate attention to minimize disruption. These work orders are created when an alarming problem, such as a machine breakdown, occurs unexpectedly and halts production.

For example, if a key piece of equipment suddenly stops working, an emergency work order would detail the tasks required to diagnose and repair the problem as quickly as possible. 

Emergency work orders prioritize quick response and resolution, ensuring the factory can return to normal operations with minimal delay.

Corrective maintenance work order

Corrective maintenance work orders are issued when unplanned equipment failures occur, but the repairs can be scheduled and planned for a later time. These work orders differ from emergency work orders because they involve tasks that are not immediately critical but still need to be addressed.

For example, a machine that continues to operate but shows signs of wear might require a corrective maintenance work order to replace damaged components during the next maintenance cycle. This approach allows manufacturers to plan repairs without disrupting current operations.

Benefits of Utilizing Work Order Management Software in Manufacturing

A work order management software enhances productivity, minimizes downtime, and ensures that resources are used efficiently, making it a valuable tool for any manufacturing organization aiming to maintain smooth operations.

  1. Maintenance operations become smooth

One of the primary benefits of such a system is streamlining maintenance operations. By automating the creation, assignment, and tracking of work orders, manufacturers can ensure that tasks are executed efficiently and on schedule. 

Preventive maintenance, enabled by these systems, reduces the likelihood of costly equipment failures, allowing teams to address potential issues before they escalate. Also, modern systems integrate features like recurring scheduling, asset tracking, and meter-based maintenance triggers, making it easier to stay on top of essential upkeep.

  1. Communication becomes easy

Another advantage is the ability to optimize communication and workflows. Cloud-based work order management systems enable real-time updates, instant messaging, and team collaboration. This reduces miscommunication, ensures that technicians have clear instructions, and allows for the seamless sharing of data like checklists, photos, and progress updates. 

Additionally, advanced systems integrate with other software, such as ERP solutions, to provide a centralized platform for managing maintenance and operations.

  1. Resource allocation is straightforward 

A work order management software helps manufacturers better allocate resources such as labor, materials, and equipment. By providing a clear overview of all ongoing and scheduled tasks, the system ensures that the right resources are assigned to the right jobs at the right time. 

This prevents overallocation or underutilization of resources, reducing waste and improving operational efficiency. For example, technicians can access detailed work orders that specify required tools and parts, eliminating delays caused by missing materials.

  1. Compliance and reporting is automated 

Work order management systems assist manufacturers in maintaining compliance with industry standards and regulations. By digitally documenting maintenance activities, these systems ensure an accurate record of work performed, safety checks, and inspections.  

This simplifies audits and ensures adherence to legal requirements. 

Additionally, the system’s reporting capabilities provide valuable insights into maintenance trends, costs, and equipment performance, helping managers make data-driven decisions to optimize operations and extend asset lifecycles.

LLumin’s CMMS+ is a specialized work order management software solution. It features web-based and mobile access for maintenance tracking and scheduling. LLumin automatically monitors machine conditions and schedules preventive maintenance tasks. 

It reduces unplanned downtime by 40% within the first year and cuts repair time by 20% in two years.

The software tracks key metrics, including MTTA, MTTR, and PM compliance. Its AI-driven analytics help identify workflow bottlenecks and optimize maintenance schedules. 

LLumin ensures parts availability and convenient downtime scheduling. The software’s real-time monitoring capabilities prevent machine failures and minimize last-minute repairs. 

Through these features, LLumin helps organizations maximize asset value and improve overall equipment reliability.

See how LLumin supports industrial manufacturing operations with work order tools

Understanding the Manufacturing Work Order Process Flowchart

1. Work request

The process begins when a work request is submitted. This can be initiated by employees who identify maintenance needs, equipment malfunctions, or other operational issues. The work request includes basic details about the issue, but it does not contain specific instructions or scheduling information.

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2. Work order creation

Once the work request is reviewed and validated, a work order is created. The work order provides specific details on how the work should be performed, such as task instructions, required materials, personnel, tools, and estimated time. It’s a formalized version of the work request that includes all the necessary data for completion.

ALT text: LLumin work order view.

3. Approval & authorization

Before the work order is assigned, it typically goes through an approval process. This step ensures that resources are available, the work is necessary, and the job is in line with the organization’s priorities. Depending on the company’s workflow, supervisors or managers will authorize the work order.

4. Assignment

Once approved, the work order is assigned to the appropriate team or technician. This step may involve matching the skills of the technician with the specific requirements of the task. If the job is urgent, it may be prioritized, and resources are allocated accordingly.

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5. Execution of work

The assigned team or technician will execute the work according to the instructions in the work order. This may involve maintenance, repairs, inspections, or other tasks. The work completed is logged, and any changes or observations are documented.

6. Completion & verification

After the work is completed, the work order is marked as completed. At this stage, supervisors or managers will verify that the work has been done properly, often through a final inspection or quality check. This ensures that the task meets the required standards.

7. Closing the work order

Once the work has been verified, the work order is closed. This final step involves updating the system with the completion status, documenting any additional actions required, and noting the resources used. The work order can then be archived for future reference or analysis.

8. Review & feedback

After the work order is closed, a review may be conducted to evaluate the efficiency of the process, resource utilization, and the outcome of the task. Feedback is gathered from technicians and stakeholders to improve future work order management.

Explore LLumin’s CMMS Work Order Management solutions

Future Trends in Manufacturing Work Order Management

The future of work order management will be tightly connected to the advancements in software and technology, with manufacturers relying on these tools to enhance productivity, organization, and operational efficiency. Several key trends are emerging, from AI to advanced mobile and cloud solutions.

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Automation and artificial intelligence (AI)

Currently, AI is used in work order management to provide accurate reporting, help with predictive maintenance, smart scheduling, etc.

In the future, AI systems will likely move beyond simple decision support to autonomous operations. AI could enable fully automated work order creation, where machine learning algorithms analyze data from IoT sensors to detect anomalies, generate maintenance requests, and schedule work orders automatically. 

Predictive models may also become more granular, identifying specific parts or processes prone to failure and preemptively suggesting improvements.

Predictive maintenance

Predictive maintenance currently works hand in hand with sensors and software to monitor equipment performance, these systems anticipate when maintenance will be required, preventing unexpected breakdowns. 

Predictive maintenance will likely evolve into a more interconnected framework. Equipment may communicate seamlessly through advanced IoT networks, creating a digital ecosystem where all machinery shares performance data in real-time. This network could predict not only individual machine failures but also cascading effects, allowing manufacturers to address root causes before they affect production lines.

Track and manage work orders seamlessly with LLumin’s CMMS solutions.

Augmented reality (AR) and virtual reality (VR)

The next generation of AR and VR technologies may bring hyperrealistic simulations and virtual factory environments. Workers could perform virtual tests of complex tasks before execution, reducing trial-and-error processes and improving precision. 

AR headsets might provide real-time, step-by-step guides for complex repairs, overlaid directly onto machinery, minimizing errors and accelerating task completion.

Mobile and cloud-based solutions

Nowadays, teams can access work orders in real-time, no matter their location, improving collaboration and response times. Cloud-based systems also enable real-time data sharing and remote access, ensuring that information is always up-to-date and accessible, fostering better decision-making and streamlined operations.

Mobile and cloud-based systems are set to become even more sophisticated, with the integration of AI and blockchain technology. Blockchain could ensure secure and transparent data tracking, while mobile apps might evolve to include voice-command functionality, AI-powered chat assistants, and augmented interfaces for quicker task management. 

Cloud platforms will likely integrate advanced analytics, offering manufacturers actionable insights into performance trends and cost-saving opportunities in real-time.

Collaborative automation and sustainability

Future systems could integrate collaborative automation, where human workers and machines work in harmony on tasks guided by AI.  

Additionally, these systems may prioritize sustainability, optimizing workflows to reduce energy consumption, material waste, and carbon footprints. By aligning with global environmental goals, these technologies will not only improve efficiency but also contribute to corporate social responsibility

FAQs

How is a work order different from a production order?

A work order differs from a production order primarily in scope and purpose. While a work order typically details specific tasks, maintenance, or repairs that need to be performed, a production order focuses exclusively on manufacturing specific products and includes details like quantities, materials, and production schedules.

What is a manufacturing work order form?

A manufacturing work order form is a documented instruction set that contains essential information needed to complete a manufacturing task. It typically includes specifications, required materials, labor requirements, quality standards, and step-by-step procedures for producing a specific product or component.

What are the challenges of managing work orders in manufacturing?

Managing work orders in manufacturing faces several challenges, including tracking multiple orders simultaneously, prioritizing urgent tasks, allocating resources effectively, maintaining accurate documentation, and ensuring proper communication between different departments. Real-time updates and coordination between shop floor activities and planning can also be particularly challenging.

How can manufacturers track the status of work orders effectively?

You can track work orders with a CMMS+ such as LLumin, which provides real-time visibility into work order progress, resource utilization, and completion status, allowing managers to make informed decisions and adjustments as needed.

How do work orders improve production efficiency?

Work orders improve production efficiency by providing clear, standardized instructions that reduce errors and miscommunication. They create accountability, enable better resource planning, and provide valuable data for analyzing and improving manufacturing processes. By documenting each step and requirement, work orders help maintain consistent quality standards and enable smoother workflow management across the production floor.

Chief Operating Officer at LLumin CMMS+

Karen Rossi is a seasoned operations leader with over 30 years of experience empowering software development teams and managing corporate operations. With a track record of developing and maintaining comprehensive products and services, Karen runs company-wide operations and leads large-scale projects as COO of LLumin.