Maintenance Work Order: Definition and Tips (Plus, Free Template)

Maintenance work orders outline the tasks needed to keep equipment and facilities running smoothly. These orders are essential tools in field service operations, providing clear instructions to technicians on what needs to be done, when, and how.

Studies show that digitizing maintenance work orders with predictive systems can reduce downtime by up to 30%, streamlining job planning and boosting efficiency. This means that having a solid work order process isn’t just helpful—it’s a key part of running a successful operation. 

When everyone knows their job and has the right information, the whole team can focus on doing quality work and meeting deadlines. 

In this article, we’ll explore maintenance work orders as well as tips and strategies on how to incorporate them into your daily operations.

In this article, you will:

• Learn what maintenance work orders are and their importance for efficient operations.
• Understand the essential components of a clear, effective work order.
• Recognize common issues and how to overcome them.
• Discover how work order apps simplify and optimize work order management.

What Is a Maintenance Work Order?

A maintenance work order is a document or digital record that lists the tasks needed for fixing or maintaining equipment and facilities. It serves as a guide for technicians, outlining what work needs to be done, who is responsible, and when it should happen. 

Maintenance work orders play a big role in making operations run smoothly. They help managers organize tasks, keep track of what’s being worked on, and make sure resources are used efficiently. With clear instructions in a work order, technicians know exactly what steps to take, which helps reduce errors and speeds up repairs.

To summarize, a maintenance work order

• Ensures urgent jobs are handled first and resources are allocated properly.
• Guides technicians on what tasks must be completed, when, and how.
• Helps managers see which tasks are in progress and which are done.
• Keeps a record of past work, which can be useful for future decisions and planning.
• Bridges the gap between managers and technicians by detailing who is responsible and what is expected.

Did You Know?

The global maintenance, repair, and operations market’s estimated value in 2020 was $616.01 billion.

Types of Maintenance Work Orders

Maintenance work orders come in different types, each with the purpose to help keep operations running smoothly. Understanding these types can help managers and technicians know what to expect and how to approach each task effectively.

1. Standard Maintenance Work Orders

Standard work orders are used for routine maintenance tasks that aren’t urgent. These could include regular check-ups or basic equipment setups. 

Example: A facility might use a standard work order to schedule monthly air filter changes in HVAC systems. This helps ensure clean air and proper system function without needing an emergency request.

2. Preventive Maintenance Work Orders

Preventive maintenance work orders are planned ahead of time to keep equipment from breaking down. These tasks are done regularly to catch and fix small issues before they become bigger problems. 

Example: In a manufacturing plant, a preventive maintenance work order might be scheduled every three months to inspect and lubricate conveyor belts. This helps extend the life of the equipment and prevents costly breakdowns.

3. Reactive Maintenance Work Orders

Reactive maintenance work orders are created when something breaks or an urgent problem arises. The focus is on quickly fixing the issue to get operations back on track. 

Example: If a water pump in a building suddenly stops working, a reactive work order will be issued so a technician can address the issue immediately and prevent further damage or downtime.

4. Corrective Maintenance Work Orders

Corrective maintenance is meant to fix non-urgent problems found during routine checks. The goal is to address these issues before they get worse. 

Example: During an inspection, a technician might notice that a machine is running slower than usual. A corrective maintenance work order would be created to schedule repairs before the machine breaks down completely.

5. Inspection Work Orders

Inspection work orders are used to ensure that equipment and facilities meet safety and operational standards. These orders help identify any potential problems early. 

Example: In a warehouse, an inspection work order might be issued to check the condition of forklifts. Technicians look for any wear and tear that could pose a risk to workers or slow down operations.

Did You Know?

89% of clients want on-demand, modern technology for technician scheduling, and almost as many would be ready to pay more for it.

Key Components of a Maintenance Work Order

A well-structured maintenance work order includes essential details that help technicians understand and complete their tasks effectively. Here’s a breakdown of the key elements typically found in a maintenance work order:

1. Task Description

A clear and concise explanation of the work that needs to be done. It should outline the main problem or task so the technician knows what to focus on. Example: “Replace worn-out belt on conveyor line 3 to prevent further wear and potential breakdown.”

2. Assigned Technician

The work order should include the name or ID of the technician responsible for completing the task. This helps assign accountability and ensures the right person is handling the job. 

Example: “Technician: John Doe, ID #T1245.”

3. Location

The specific area or asset that needs attention should be noted to avoid any confusion. This could be a building, floor, room, or piece of equipment. 

Example: “Location: Warehouse A, Conveyor Line 3.”

4. Estimated Time

An estimated time to complete the task helps with scheduling and ensures the work is done promptly. This can also help managers track task efficiency.

Example: “Estimated Time: 2 hours.”

5. Required Materials

Listing the tools, spare parts, or resources needed for the job prevents delays and ensures the technicians have everything they need. 

Example: “Materials: Replacement belt, screwdriver set, safety gloves.”

6. Safety Precautions

If there are any safety instructions, they should be included to protect the technician and prevent accidents. 

Example: “Safety Precautions: Wear protective gloves and goggles while handling the belt replacement.”

7. Requester Information

Details about who requested the task can be included to provide a point of contact if further information is needed. 

Example: “Requested by: Jane Smith, Facility Manager.”

8. Work Order Status

This field shows whether the task is pending, in progress, or completed. It helps track progress and ensures all work is properly documented. 

Example: “Status: In Progress.”

Did You Know?

Poor communication reduces workplace productivity by more than 15%.

How to Create an Effective Maintenance Work Order

Here’s a step-by-step guide to help you create an effective maintenance work order:

1. Collect General Details About the Task

Start by gathering the basic information about the task at hand. This sets the stage for a clear and organized work order.

• Describe the type of maintenance needed (e.g., repair, inspection, routine check).
• Note the urgency level (high, medium, low). 

Example: “Repair leaking pipe in the main boiler room, high priority.”

2. Identify and Describe the Asset

It’s important to specify which asset needs attention to avoid confusion. Include details that make it easy to find and identify the asset. 

• List the asset’s name and location (e.g., building, floor, room).
• Include details like asset ID, model, or serial number if applicable. 

Example: “Asset: Boiler #3, located in the main building, basement level.”

3. Include Safety Guidelines

Safety should always be a priority. Adding specific safety precautions helps protect the technician and prevents accidents. 

• Note any equipment that needs to be switched off or special gear that should be worn.
• Mention any hazards to watch out for. 

Example: “Safety Precautions: Shut off main water supply before repair. Wear protective gloves and goggles.”

4. List Necessary Materials and Tools

Including a list of required tools and parts ensures the technician has everything needed to get the job done without delays. 

• Identify tools (e.g., wrenches, ladders, safety masks).
• List spare parts or consumables (e.g., replacement gaskets, sealant). 

Example: “Materials: Wrench set, replacement gasket, plumber’s tape.”

5. Craft a Comprehensive Work Order Description

Provide a clear, step-by-step description of what needs to be done. This helps the technician understand the task and follow the process efficiently. 

• Write the steps in order, detailing how to perform the task.
• Be specific about what checks or adjustments are needed. 

Example: 

1. Shut off the water supply. 
2. Remove the damaged gasket.
3. Install a new gasket and secure it with the plumber’s tape. 
4. Test for leaks after repair.

6. Finalize with Closing Details

Wrap up the work order by including important closing details that help track the task and verify its completion. 

• Add a summary of the work completed.
• Include the technician’s name or ID, date of task completion, and any associated costs.
• Ensure there’s a space for the technician and supervisor’s signature for approval. 

Example: “Completed by: Mike Johnson, ID #T5678. Date of completion: 10/15/2024. Supervisor approval: [Signature].”

Maintenance Work Order Template

Work Order ID: ___________________

Task Details:

• Type of Maintenance: ___________________________
• Urgency Level: ☐ High ☐ Medium ☐ Low
• Task Description: __________________________________________________________

Asset Information:

• Asset Name: ________________________
• Location: ___________________________
• Asset ID/Model/Serial Number: ___________________

Safety Guidelines:

Materials and Tools Required:

• Tools: _________________________________________________
• Parts/Consumables: ______________________________________

Work Order Steps:

Closing Details:

• Summary of Work Completed: _______________________________________________
• Technician Name/ID: ______________________
• Date of Completion: _______________________
• Associated Costs: _________________________
• Supervisor Approval (Name/Signature): _________________________

Work Order Status: ☐ Pending ☐ In Progress ☐ Completed

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Did You Know?

The work order management market was valued at $712.24 billion in 2022.

The Benefits of Using Maintenance Work Orders

Maintenance work orders bring a lot of value to field service operations by making processes smoother and more efficient. Here are some key benefits that make maintenance work orders an essential part of managing maintenance tasks:

1. Improved Accountability

Work orders clearly show which tasks need to be done, who is responsible for completing them, and when they should be finished. This makes sure everyone knows their role and helps managers track progress. 

2. Efficient Resource Allocation

Having a detailed work order helps managers plan the use of resources like tools, spare parts, and labor. This prevents waste and ensures that critical tasks get what they need. 

3. Enhanced Communication

Work orders act as a bridge between managers and technicians by providing all the necessary details about a task. This reduces misunderstandings and helps everyone stay on the same page. 

4. Data Tracking for Future References

Maintenance work orders keep a record of completed tasks, including details like what was fixed, how it was done, and the materials used. This historical data helps managers make better decisions in the future and plan for regular maintenance.

5. Worker Safety

Work orders often include safety instructions that help protect technicians and prevent accidents. By listing specific safety measures, work orders remind technicians to take necessary precautions before starting their tasks. 

Common Challenges in Maintenance Work Order Management

While maintenance work orders are highly effective, they come with challenges that can impact efficiency. Here’s a look at some common problems and how to tackle them:

1. Miscommunication

Miscommunication can happen when task instructions are vague or incomplete. For instance, if a technician is only told to “fix the pump” without detailed notes, they may not bring the right tools or parts, causing delays. 

Solution: To avoid this, create a standardized format for work orders that includes all the necessary details: task description, location, assigned technician, and safety precautions. Using a centralized system for communication ensures everyone has access to the same information.

2. Data Entry Errors

Errors often occur when work orders are filled out manually or when there’s a rush to complete them. These mistakes can lead to technicians using the wrong parts or following incorrect instructions. 

Preventative Measures: Implementing a Computerized Maintenance Management System (CMMS) can greatly reduce these errors. CMMS software automates data entry and provides validation checks to ensure the right information is captured. Regular training for staff on data entry best practices can also help minimize mistakes.

3. Execution Delays

Delays can result from poor task prioritization or unexpected changes in job scope. For instance, if urgent tasks are mixed with routine work without clear prioritization, technicians may not focus on what’s most important. 

Solutions: Assign priority levels to each work order (e.g., high, medium, low) so that technicians know which tasks need immediate attention. A CMMS can help schedule tasks based on urgency and technician availability, making sure critical work gets done first. 

4. Poor Resource Allocation

When resources like tools, spare parts, and technician time aren’t managed properly, essential tasks may go unfinished while less important jobs are completed. This can lead to higher costs and equipment downtime. 

Solution: To allocate resources effectively, consider the criticality of each task. High-priority tasks should receive the necessary resources first. Managers can create a resource plan that lists what each task needs and aligns it with the availability of resources.

Enhancing Maintenance Management with Key Software Solutions

To improve the management of maintenance work orders, it’s essential to leverage software solutions that boost operational efficiency and accuracy. Here are some recommended tools to consider:

• Hubstaff: Ideal for workforce management and productivity tracking.
• Autodesk Build: Comprehensive project management software for enhanced oversight.
• Workmax: A detailed look at task allocation and resource management tools.
• Contractor Foreman: For more insights into project and team management capabilities.

Additionally, utilizing specialized tools such as job costing software can help track expenses related to maintenance tasks, while punch list software ensures thorough task completion and verification. 

Keeping compliant with local regulations, such as Texas labor laws, is also crucial for maintaining a seamless and lawful workflow.

Managing Maintenance Work Orders with Workyard

While the software solutions mentioned previously are good for general project management, Workyard is the best app for managing maintenance work orders because of its streamlined, user-friendly features designed specifically for field service businesses. 

Here’s why Workyard is the go-to solution for creating, tracking, and optimizing work orders:

1. Flexible Scheduling and Dispatching 

Workyard’s drag-and-drop dispatching board makes it simple to schedule and manage work orders. Whether you’re planning an emergency repair or routine maintenance, 

Workyard’s visual calendar allows you to:

• Quickly add new work orders even during service calls.
• Toggle between daily, weekly, or monthly views to optimize scheduling based on team availability.
• Set recurring maintenance tasks so that routine jobs automatically appear on the calendar.
• Use color-coded labels and customizable checklists for easy task management.
• Send real-time push notifications so all team members are instantly updated whenever there’s a change in schedule, location, or assigned personnel. 

2. Real-Time Technician Location Tracking 

With Workyard’s map-based team view, managers can see where their field workers are at any moment. This feature helps:

• Make informed, on-the-spot dispatching decisions based on who is nearest to a job site.
• Reduce travel time and expenses, boosting customer satisfaction and operational efficiency.
• Keep operations running smoothly, even in offline mode, with automatic data syncing when the connection is restored.

3. Precise Work Order Tracking and Management 

Managing work orders is so much easier with Workyard’s integrated work order tracking and management. Each job can be customized with:

• Task checklists to ensure technicians don’t miss any details.
• Notes, photos, and attachments for better communication and job updates.
• Project tags and cost codes for more accurate labor tracking and billing.

4. High-Accuracy Time Clock for Onsite Check-In/Out 

Workyard’s GPS-powered time clock makes tracking work hours straightforward and precise. With just a tap, field technicians can:

• Check in and out of jobs, with locations and driving mileage automatically recorded.
• Receive reminders to take breaks or have them auto-inserted to remain compliant.

5. Insightful Work Order Reporting 

Workyard’s reporting features allow you to tag work orders by project or cost code, providing clear insights into how time, labor, and resources are spent. With this data, you can:

• Monitor productivity and identify your top-performing employees.
• Make informed decisions to enhance workflow and optimize resource allocation.
• View comprehensive project data, including hours, costs, driving time, and mileage.

6. Easy Integrations with Business Apps 

Workyard also connects with accounting and payroll systems like QuickBooks, Gusto, and ADP. This integration prevents double data entry and saves time, streamlining your entire operation from job management to payroll.

Why Choose Workyard?

Unlike feature-heavy apps that can overwhelm users, Workyard keeps things simple and effective. With a stellar rating of 4.9/5 on Capterra and trusted by over 10,000 contractors and 50,000+ workers, Workyard provides an all-in-one solution tailored for field service businesses. 

Ready to see how Workyard can transform your work order management? Start a 14-day free trial today and experience how it can speed up your maintenance operations.