Work Order Templates (Download for Free)

Across industries, work order templates serve as the backbone of successful maintenance and asset management. Whether used to initiate a maintenance work request, service for clients, or as part of routine facility management, properly configured work orders detail essential information to facilitate work and service completion processes. 

If your company uses paper-based work orders, you likely already know the benefits of digitizing their creation using the right software. However, to clarify what these documents are, their different types, what should be included, and the benefits of using a Computerized Maintenance Management System like LLumin’s CMMS+, we’ve put together this article to help you on your way. If you want to learn more about work order templates, read on. 

What Is a Work Order Template?

A work order template is essentially a document that is used to make a formal request for maintenance, repairs, or other types of work. In best practices, this document should be standardized and designed to include all essential information necessary to complete the requested task based on the type of request or work being initiated.  

Hence, the methodology of creating a template entity. For example, based on the work type or desired actions needed, a template can be used such that all phases of work, from the request, approval, remediation actions, and follow-up workflows, are preconfigured with details such as the requested job or task, what skills are needed, who the work order is assigned to, what resources are needed, who needs notification, and a desired timeframe for completion. 

A standardized and well-structured format will improve the end results and ensure that all departments and teams are on the same page as the work order is executed. 

What Are the Types of Work Order Templates?

Work orders vary according to an organization’s needs. Some work orders are required to begin routine maintenance, repairs for significant issues, day-to-day operations, facility and equipment inspections, and so on. Each type of work order will be created to address specific needs and functions, ensuring that all participants have the tools, information, and skills they need to complete the order.

While this list is not exhaustive, a few different types of work order templates include:

• Maintenance Work Order: Focused on routine maintenance activities.
• Repair Work Order: Designed for specific repairs on equipment or facilities.
• Machine Operations Checklist Aimed at supporting daily operational tasks.
• Inspection Work Order: Used for scheduled inspections to ensure compliance and safety.

What Should Be Included in a Work Order Template?

A work order template should include all the information needed to support teams in completing the task successfully. The most essential information will include requester details, a description of the task, information about the facility or equipment that needs to be serviced, priority level or rating, assigned personnel, and specific instructions (including safety protocols, resources, and materials needed). 

Including the following information in your work orders can help ensure better results:

• Requester’s details: This includes the name, contact information, and department of the person requesting the work, as well as a point of contact.
• A detailed description: A clear, concise explanation of what needs to be done ensures the individuals in charge understand the task’s scope and specific requirements.
• Information about equipment or facility: Details about the equipment or facility needing attention, such as asset IDs or physical locations.
• Priority level: An essential indicator of how urgent the task is, which helps teams properly manage their workloads. 
• Assigned personnel: The names or roles of individuals or teams assigned to carry out the work order. 
• Specific instructions: Any additional information necessary to help facilitate the execution of the task, including safety instructions, special requirements, materials, resources, etc. 

Benefits of Using a CMMS to Streamline Work Order Creation

If you’re still using paper-based work orders to manage your day-to-day operational needs, an advanced CMMS, such as LLumin’s CMMS+, can significantly boost the efficacy of your efforts. LLumin can help to streamline and automate the creation, tracking, and completion of all work orders, resulting in significant gains in efficiency and performance.

LLumin’s work order management system can help you improve data management, provide advanced reporting and analysis capabilities, and illuminate deep insights into operations. Further, because LLumin is cloud-based and mobile-ready, you can reap the benefits of effective communication and collaboration tools used by team members and departments, which eliminate common problems like information silos and missing information.

Digitize Work Orders With LLumin’s CMMS+

Digitizing work orders with LLumin can improve facility and maintenance management across industries while ensuring a smooth transition away from inefficient paper-based processes.

The improvements to daily operations will have a noticeable impact on employees and teams, helping those in charge of handling work orders create, manage, and monitor their completion. This will lead to a more productive and stress-free work environment for employees and a more data-driven environment that provides valuable insights to company stakeholders.