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.
FMX has put together a free work order template that you can download, print out, and use in your facility. The template includes 21 fields for the requester, maintenance manager, and technician to fill out.
Download it and get your team started today, or read more about how to use it below!
Below you will find a detailed explanation of what information is necessary to fill every field on the work order form template.
Publishing a detailed, explanative list like the one below wherever your team retrieves work order forms will ensure requests are accurately filled out, allowing your maintenance team to hit the ground running when a work order lands on their desks.
For the requester to complete
The requester is the point person for this maintenance task. If you have a question about the issue, 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 who is experiencing an issue in their classroom. In a manufacturing facility, this may be the maintenance manager outlining maintenance requests for preventive maintenance tasks.
1. Name of the requester
Including a name line is important to ensure your team knows who the point person is for this request.
2. Contact information of the requester
This includes information such as phone number, email address, office, or workspace location. This is important to make sure managers and technicians can efficiently communicate with the requester.
3. Date of request
Dating requests helps the maintenance manager schedule maintenance in a way that is fair to all stakeholders.
4. Date maintenance is needed by (if applicable)
If there is an absolute deadline that a certain maintenance task must be performed by, including the deadline will help the maintenance manager allocate appropriate priority to the task.
5. Urgency level of the request
If there is not a specific deadline, but the task needs to be resolved as quickly as possible, assign a high level of priority. If you notice the light in the bathroom isn’t turning on, making it impossible to see, this is a high priority task that should be resolved as quickly as possible.
6. Ideal days of the week/times of day for maintenance to be performed
In order to make maintenance as non-disruptive as possible, when possible maintenance should be scheduled in the equipment’s off hours.
7. Location of the asset requiring maintenance
This information is often accidentally overlooked, but excluding it can cause needless delays. This is especially important if your facility is made up of several buildings with several floors and rooms.
8. A description of the asset requiring maintenance (specific identification number if possible)
The asset should be listed in as detailed a way as possible. If the asset has been assigned a unique serial number, that information should be listed here. If not, give as many details about the asset as possible so the maintenance technician can easily understand which asset requires maintenance.
9. Issue noticed/maintenance being requested
Last, but certainly not least, the requester should include details about the issue noticed or maintenance being requested. 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 a properly functioning version of the asset looks like.
For the maintenance manager to complete
This part of the work order is to be filled out by the maintenance manager who processes requests and plans and schedules maintenance.
10. Date request received/processed
With a paper work order form system, sometimes it can take several days for the request to land on a maintenance manager’s desk. Noting the date the request is processed and scheduled will keep you organized.
Lead time between date requested and date processed can also provide helpful insight to the efficiency of your work order management process.
11. Description of the maintenance needed to resolve the issue
Since the requester doesn’t always have a full and technical understanding of the necessary maintenance to resolve an issue, it’s the maintenance manager’s job to determine what maintenance tasks must be performed to resolve the request.
12. Necessary parts and equipment needed to resolve the issue
After determining the maintenance that needs to be performed to resolve the issue, determine which parts and equipment will be necessary to complete the task. If there are any parts/equipment that are not currently in your inventory, schedule an order of the necessary parts.
13. Technician the maintenance is assigned to
Next, pick a technician that is best suited to perform this maintenance operation. The most successful facilities encourage technicians to zero in on specific equipment or maintenance operations, ultimately increasing efficiency.
Due to sheer scale, this isn’t always feasible, but a technician’s strengths, weaknesses, and availability should always be considered when scheduling maintenance.
14. Estimate of time needed to complete the task
Note down the expected amount of time to resolve the request. If the maintenance task is a larger issue comprised of several tasks over a period of time, consider outlining the expected amount of time for each task. This will give your team a reference for staying on track to finish lengthier projects by the expected end date.
15. Scheduled maintenance date and time: Finally, find a time for this maintenance somewhere in your technician’s schedule. When picking a time, consider the equipment’s scheduled downtime and the amount of time needed to complete the task.
For the technician performing maintenance to complete
The third and final section is intended for the maintenance technician to fill out after they have completed the task.
16. Description of the work performed
Sometimes you can’t identify the real problem until you’re working on the equipment, meaning the necessary maintenance may vary from what was initially expected.
Make sure to record exactly what maintenance was performed. This way, in the future if this equipment or similar equipment experiences a similar issue you will have a better understanding of the maintenance task that should be performed.
17. Description of any work that was unable to be performed
If the technician was unable to perform the maintenance in full for any reason, the lingering tasks should be listed with a brief explanation as to why they could not be completed at the original scheduled time.
18. Description of any lingering issues or further maintenance needed
If the equipment requires further maintenance or the technician noticed an additional issue while working on the equipment that could not be immediately resolved, this should be noted. This information will eventually break off into a new work order request where the process will restart.
19. All pieces and parts used to complete the maintenance
In order to keep inventory as up to date as possible, and create a reference for future maintenance, all spare parts and equipment used in the repair should be listed. For spare parts, make sure to also update the inventory stock level.
20. Date and time the maintenance was performed
Jot down the date and time the maintenance occurred. If this is different from the scheduled date and time, leave a brief explanation of why the maintenance occurred at a different time than scheduled.
21. Length of time spent on maintenance
Finally, include the total time you spent working on the task. This will be helpful in scheduling future maintenance.
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.
With a single sheet of paper, only one person can view the request at a time. With a digital system, the requester, maintenance manager, and the 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.
In a similar way, 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 either. In order 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 when it comes to 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 will automatically be stored and analyzed for patterns that can help you make better preventive maintenance decisions moving forward.
Not only does poor record keeping negatively impact the efficiency of your facility, it can also penalize you during safety audits and inspections. Having a detailed history of maintenance, and proof that you adhere to OEM maintenance recommendations, is 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 order request from any device.
Once processed, the software system can automatically assign the task to an available technician and allot time for the maintenance procedure in their schedule.
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 work order software