Table of contents
- What is a work order template?
- Why is it important to use a maintenance work order form?
- When should you use a work order template?
- What details should you include in the work order form?
- Details for the maintenance team to complete
- Shortcomings of the paper work order form system
- Centralize your work order templates with work order software
Work order forms are the driving force behind the work order process. In the ideal life cycle of a work order, no communication outside of the form is necessary, so it’s important to create a comprehensive document that spares no details.
We’ve provided a two-part printable work order template you can use together or separately, depending on your work order process. Download or customize either free work order template from the links below.
Work order request form template
- The client or staff submitting the work request should fill out this portion of the form.
- It includes all the job details field technicians need to complete the task quickly and accurately.
Maintenance work order form template
- The contractor or service provider completing the work request should fill out this part of the form.
- It includes details of the maintenance work completed to track work history, labor hours, costs, and inventory usage.
What is a work order template?
A work order template is a form that details the necessary information to complete a work order request.
In maintenance management, occupants in the building typically submit a work request, and then the maintenance department approves and manages the work from there. Work order templates ensure that requesters provide necessary information to the maintenance department and that the maintenance department is properly documenting their work. You should include any details your team wants to track and report on in the template to ensure consistency.
Why is it important to use a maintenance work order form?
Using a work order form and template has several benefits. Let’s take a look at a few.
Without a template guiding them, your team may forget to report the hours they worked on the request, the supplies they used, any additional costs, and other pertinent information. A template directs the team on which details to report so that the maintenance department can make data-driven decisions in the future.
Work order forms hold maintenance technicians accountable for their assigned tasks by giving maintenance managers insight into how the work was performed, how long it took the technician to complete, and the inventory used. Without a form in place, maintenance work orders can slip through the cracks easily.
Work order forms allow your team to look back on past tasks to see specific details. This information enables maintenance managers to assign technicians tasks based on current workloads, skill sets, and more.
When should you use a work order template?
Top-performing maintenance teams use a work order template whenever a request is made. This is because it gets your team in the mindset of regularly using work order forms and templates while accurately tracking the work they’ve performed. Without a consistent process, technicians will stop using the form altogether and return to the process they’re most familiar with.
Maintenance departments that use FMX’s work order templates and software often use the phrase: “If it’s not in FMX, it didn’t happen” to hold their team accountable and ensure everyone is properly submitting requests.
What details should you include in the work order form?
The details you include on your template will depend entirely on your organization’s process and KPIs. However, we recommend including the following details to ensure your team has all the information to execute tasks successfully.
Details for the requester to complete
The requester is the main point of contact for this maintenance task. If you have a question about the job, this person should be able to provide information on what maintenance needs to occur. In a facility like a school, this may be a staff member experiencing an issue in their classroom. In a manufacturing facility, this may be the maintenance manager outlining a service request for a piece of equipment.
Including the name, email, and phone number of the client or staff member requesting work is essential to ensure your field technicians know who the point person is and how to get ahold of them.
Date of request
Dating each maintenance request helps the manager schedule maintenance in a way that is fair to all stakeholders, prioritizing earlier requests of equal urgency. It is also vital for tracking the average resolution times of their team.
The work order request form should include information on the issue noticed or the requested job. In many scenarios, the requester will not have a detailed understanding of what maintenance needs to occur. In this case, the requester should outline the issue they have noticed in as much detail as possible and briefly describe what their ideal outcome is.
It’s crucial to add location so that technicians can easily find the issue. This is especially important if your facility has several buildings with several floors and rooms.
Having the requester designate the work order type (HVAC, plumbing, grounds, etc.) makes it much easier for the maintenance department to organize the request and assign it to the right service provider, especially if they can see the work order type at a glance.
Best time for service
To make service as non-disruptive as possible, you should perform maintenance at a time with the least possible interruption to facility events or operations.
Date maintenance is needed by (if applicable)
If needed, include a drop-dead date on the ticket. The deadline will help the maintenance manager allocate appropriate priority to the task.
Urgency level of the request
The urgency level gives the maintenance team an idea of the severity of the issue at hand and helps them prioritize the request.
Details for the maintenance team to complete
The following details on the maintenance work order must be filled out by the maintenance technician or service provider completing the request.
Be sure to outline the technician assigned to the request. Identify who can best execute this particular maintenance task. The most successful facilities encourage technicians to zero in on specific equipment or maintenance operations, ultimately increasing efficiency.
You should always consider a technician’s strengths, weaknesses, and availability when scheduling maintenance.
Jot down the date and time the maintenance occurred. This allows you to keep an accurate work history of your assets for use on future maintenance requests. It also allows you to track resolution times for your team.
Description of the work performed
Make sure to record exactly what maintenance was performed. This way, in the future, if this equipment experiences a similar issue, you will better understand the maintenance that should be performed.
If the technician could not perform the maintenance in full for any reason, list the remaining tasks and a brief explanation of why they weren’t completed. Use the check box at the top to indicate that there are remaining tasks.
Name or identification number of any related asset(s)
List any associated machinery, equipment items, vehicles, or technology assets here. If the asset has a unique serial number, that information will help identify the specific item. If not, give as many details about the asset as possible so the maintenance technician can easily understand which asset requires maintenance.
List all spare parts and consumables used during the repair to keep inventory as up-to-date as possible.
If you are missing an item necessary to complete the work or the last of a particular in-stock item was used, be sure to check the box for quick reference on which items need to be purchased and restocked.
Length of time spent on maintenance
Include the total time you spent working on the task. This will help you evaluate the total labor cost for a particular asset or service category.
Additional associated costs
Note any added costs in addition to the labor hours or inventory usage on the work order. Similar to inventory usage and time spent, this will give the most accurate estimate of total maintenance costs for the future.
Shortcomings of the paper work order form system
While the paper work order management system is a great start, and perfect for smaller facilities, as your facility grows the paper work order management system may fall flat in some areas. Here are a few.
When work order requests are entirely on paper, it’s easy for one to get lost in transit, slip under a stack of papers, or fall behind a desk. By using a digital system to request, schedule, and document maintenance, there’s no risk of losing information along the way.
Only one person can view the request at a time with a single sheet of paper. With a digital system, the requester, maintenance manager, and technician can all check in on the request at the same time. This feature supports increased visibility across all steps, making the life of everyone involved a little bit easier.
Similarly, instead of the requester sending their work order off into the unknown, hoping to get a technician to resolve their issue, the requester can check in on the status of the work order. Through the digital portal, they can see when the request has been accepted and scheduled.
Similar to a lack of visibility in the work order resolution process, paper work order systems don’t allow for great communication. For any one party to get additional information, they need to go around the typical flow of the work order system and find a way to communicate updates on their own. With a digital work order request system, all parties can log into the site, make real-time updates as necessary, and keep everyone involved in the request.
Poor record keeping
Everybody knows that history repeats itself, and this holds true even regarding equipment. Keeping track of past work orders can help you prevent future breakdowns and perform maintenance more effectively. With a digital system, all maintenance records are automatically stored and analyzed for patterns. These insights help you schedule preventive maintenance tasks accordingly.
Not only does poor record-keeping negatively impact the efficiency of your facility, but it can also penalize you during safety audits and inspections. Detailed maintenance history and proof that you adhere to OEM maintenance recommendations are necessary to pass a safety inspection.
Centralize your work order templates with work order software
Using work order management software to manage your facility’s maintenance requests allows you to streamline processes and boost productivity across the board. Cloud-based software systems allow anyone in your organization to submit a work request from any device.
Once completed and documented, the software automatically analyzes maintenance histories and gives you insight into how your team, equipment, and facilities are performing. You can use this information to decrease work order resolution time, cut costs, save time, and decrease downtime.
Learn more about FMX’s simple, configurable work order system and get a demo to learn how we can help you streamline your processes.