{"id":13775,"date":"2023-08-04T13:25:14","date_gmt":"2023-08-04T19:25:14","guid":{"rendered":"https:\/\/limblecmms.com\/?p=13775"},"modified":"2025-05-30T13:03:49","modified_gmt":"2025-05-30T19:03:49","slug":"work-order-process","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/work-order-process\/","title":{"rendered":"Mastering the work order process in 6 steps"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<span style=\"font-weight: 400;\">Work orders play an essential role in keeping your maintenance tasks in order. But work orders without the right process and organization can lead to delays, malfunctioning assets, and inefficient operations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we\u2019ll walk you through the best work order process for your maintenance strategy along with helpful tips for getting your work order process off the ground.\u00a0<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<\/p>\n<h2><span style=\"font-weight: 400;\">What is a work order?\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A <\/span><a href=\"https:\/\/limblecmms.com\/blog\/work-order\/\"><span style=\"font-weight: 400;\">work order<\/span><\/a><span style=\"font-weight: 400;\"> is a documented request \u2013 sent digitally or on paper \u2013 that provides maintenance task instructions for your maintenance team. It tells them where, when, and how a maintenance task needs to be done.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Depending on your business, work orders may come from employees, customers, residents, vendors, stakeholders, or the technicians themselves.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Common types of work orders include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">General work orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Preventative maintenance work orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reactive maintenance work orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Inspection work orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Emergency work orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Corrective maintenance work orders<\/span><\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=&#8221;middle&#8221; kd_background_image_position=&#8221;vc_row-bg-position-bottom&#8221; kd_top_separator_style=&#8221;skew-left&#8221; kd_top_separator_height=&#8221;separator-height-small&#8221; kd_bottom_separator_style=&#8221;skew-left&#8221; kd_bottom_separator_height=&#8221;separator-height-small&#8221; kd_top_separator=&#8221;true&#8221; kd_bottom_separator=&#8221;true&#8221; css=&#8221;.vc_custom_1682969636891{margin-bottom: 40px !important;padding-top: 120px !important;padding-right: 40px !important;padding-bottom: 50px !important;padding-left: 40px !important;background: #dde4e8 url(https:\/\/limblecmms.com\/wp-content\/uploads\/cta-laired-hex-4.webp?id=9077) !important;background-position: center !important;background-repeat: no-repeat !important;background-size: cover !important;border-radius: 0px !important;}&#8221; css_tablet_landscape=&#8221;.vc_custom_1682969636891{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682969636891{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682969636892{padding-bottom: 80px !important;}&#8221;][vc_column][vc_row_inner kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner]<header class=\"kd-section-title col-lg-12 text-center  subtitle-below-title kd-animated fadeIn   vc_custom_1685657617602\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">Work Order Ticketing System Templates<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">These useful templates will help you get a handle on work order ticketing and management.<\/h6><\/header>[\/vc_column_inner][\/vc_row_inner][vc_row_inner content_placement=&#8221;top&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner width=&#8221;1\/2&#8243; css=&#8221;.vc_custom_1631866454223{padding-right: 50px !important;padding-left: 0px !important;}&#8221; offset=&#8221;vc_col-lg-6 vc_col-md-12 vc_col-xs-12&#8243; css_tablet_landscape=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_mobile=&#8221;.vc_custom_1631866454224{padding-right: 15px !important;}&#8221;][vc_raw_html]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[\/vc_raw_html][\/vc_column_inner][vc_column_inner width=&#8221;1\/2&#8243;][vc_single_image source=&#8221;external_link&#8221; alignment=&#8221;center&#8221; css_animation=&#8221;fadeIn&#8221; custom_src=&#8221;https:\/\/3975608.fs1.hubspotusercontent-na1.net\/hubfs\/3975608\/Content%20Downloads\/Work%20Order%20Ticketing%20System%20mockup.png&#8221;][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<\/p>\n<h2><span style=\"font-weight: 400;\">Why is it important to have a work order process?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Creating and optimizing a work order process is important for improving efficiency in any company that requires maintenance work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The work order itself is critical, of course, but without a process to get the work order from a request to the technicians that will complete the request, things can easily get missed along the way.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The best<\/span><a href=\"https:\/\/limblecmms.com\/blog\/work-order-management\/\"> <span style=\"font-weight: 400;\">work order management<\/span><\/a><span style=\"font-weight: 400;\"> process will help keep your maintenance operations running smoothly and ensure consistency for all work order requests.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What does a typical work order process look like?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Work order processes may vary between companies, but the basic principles remain the same. Take a look at the six steps of a work order life cycle below, and use this guide to help identify the best work order process flow for your team.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\"alignleft size-full wp-image-13776\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/unnamed-2.png\" alt=\"Work Order Process\" width=\"1766\" height=\"1500\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/unnamed-2.png 1766w, https:\/\/limblecmms.com\/wp-content\/uploads\/unnamed-2-300x255.png 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/unnamed-2-1024x870.png 1024w, https:\/\/limblecmms.com\/wp-content\/uploads\/unnamed-2-768x652.png 768w, https:\/\/limblecmms.com\/wp-content\/uploads\/unnamed-2-1536x1305.png 1536w\" sizes=\"auto, (max-width: 1766px) 100vw, 1766px\" \/>Step 1: Identify the task<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">First, someone must identify the task for the work order request. A work order typically comes from a need to fix something or run maintenance on a certain asset.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Is a staff member requesting a repair on a printer? Does a resident need assistance with their HVAC system? Are there preventative maintenance tasks or routine maintenance that is needed?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Wherever the problem comes from, you need an organized way for the reporting parties to notify your maintenance team of the problem.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 2: Request the work order<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once the problem and task are identified, the reporting party should put in a service request for a work order. Communication will play an important role in implementing a work order process. Make sure your staff, tenants, or team members understand the process for submitting a <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-work-request\/\"><span style=\"font-weight: 400;\">maintenance work request<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 3: Approve and create the work order<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After a work request is submitted, you need someone in your maintenance department who can approve the request and create a new work order. Ideally, the approving individual will review the request to determine the feasibility, priority level, personnel, and resources needed for the task.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then they\u2019ll use that information to create the work order.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 4:\u00a0 Assign the work order<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the work order is created, it can be assigned to a technician. You may have a supervisor or team lead who assigns out each work order, or you might utilize <\/span><a href=\"https:\/\/limblecmms.com\/cmms\/\"><span style=\"font-weight: 400;\">computerized maintenance management system (CMMS)<\/span><\/a><span style=\"font-weight: 400;\"> software to automate these assignments to the next available technicians.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 5: Complete and close out the work order<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Each maintenance technician should document their work and close out their individual work orders as they complete them. That documentation should include time spent, materials used, observations of the job, and images or video if necessary.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 6: Review the work order<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once a work order is complete, the supervising team member should review the documentation to ensure everything was completed properly. They can then identify if any additional steps or follow-ups are needed.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Reviewing finished work orders can also provide valuable insights into a company\u2019s operations. Information like task completion time and the resources used can help with future planning for those types of tasks. If you are using CMMS software, many of these metrics are automatically calculated and reported for you.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=&#8221;middle&#8221; kd_background_image_position=&#8221;vc_row-bg-position-bottom&#8221; kd_top_separator_style=&#8221;skew-left&#8221; kd_top_separator_height=&#8221;separator-height-small&#8221; kd_bottom_separator_style=&#8221;skew-left&#8221; kd_bottom_separator_height=&#8221;separator-height-small&#8221; kd_top_separator=&#8221;true&#8221; kd_bottom_separator=&#8221;true&#8221; css=&#8221;.vc_custom_1682969636891{margin-bottom: 40px !important;padding-top: 120px !important;padding-right: 40px !important;padding-bottom: 50px !important;padding-left: 40px !important;background: #dde4e8 url(https:\/\/limblecmms.com\/wp-content\/uploads\/cta-laired-hex-4.webp?id=9077) !important;background-position: center !important;background-repeat: no-repeat !important;background-size: cover !important;border-radius: 0px !important;}&#8221; css_tablet_landscape=&#8221;.vc_custom_1682969636891{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682969636891{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682969636892{padding-bottom: 80px !important;}&#8221;][vc_column][vc_row_inner kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner]<header class=\"kd-section-title col-lg-12 text-center  subtitle-below-title kd-animated fadeIn   vc_custom_1686766377794\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">CMMS Buyer's Guide<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">Learn the questions to ask and the features to look for during the CMMS selection process - and find the right CMMS for you.<\/h6><\/header>[\/vc_column_inner][\/vc_row_inner][vc_row_inner content_placement=&#8221;top&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner width=&#8221;1\/2&#8243; css=&#8221;.vc_custom_1631866454223{padding-right: 50px !important;padding-left: 0px !important;}&#8221; offset=&#8221;vc_col-lg-6 vc_col-md-12 vc_col-xs-12&#8243; css_tablet_landscape=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_mobile=&#8221;.vc_custom_1631866454224{padding-right: 15px !important;}&#8221;][vc_single_image source=&#8221;external_link&#8221; custom_src=&#8221;https:\/\/3975608.fs1.hubspotusercontent-na1.net\/hubfs\/3975608\/Content%20Downloads\/CMMS%20Buyers%20Guide%20Image.png&#8221;][\/vc_column_inner][vc_column_inner width=&#8221;1\/2&#8243;][vc_raw_html]JTNDc2NyaXB0JTIwY2hhcnNldCUzRCUyMnV0Zi04JTIyJTIwdHlwZSUzRCUyMnRleHQlMkZqYXZhc2NyaXB0JTIyJTIwc3JjJTNEJTIyJTJGJTJGanMuaHNmb3Jtcy5uZXQlMkZmb3JtcyUyRmVtYmVkJTJGdjIuanMlMjIlM0UlM0MlMkZzY3JpcHQlM0UlMEElM0NzY3JpcHQlM0UlMEElMjAlMjBoYnNwdC5mb3Jtcy5jcmVhdGUlMjglN0IlMEElMjAlMjAlMjAlMjByZWdpb24lM0ElMjAlMjJuYTElMjIlMkMlMEElMjAlMjAlMjAlMjBwb3J0YWxJZCUzQSUyMCUyMjM5NzU2MDglMjIlMkMlMEElMjAlMjAlMjAlMjBmb3JtSWQlM0ElMjAlMjJiYWI1YzFmNS04OGNmLTQyOTQtOTJlMy05NjJhNjU0ZGEyMGMlMjIlMEElMjAlMjAlN0QlMjklM0IlMEElM0MlMkZzY3JpcHQlM0U=[\/vc_raw_html][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text css=&#8221;&#8221;]<\/p>\n<h2><span style=\"font-weight: 400;\">Tips for creating an effective work order process<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A work order process is more than just following a series of steps. Check out these tips and best practices for optimizing your work order process.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Use software to track your work orders<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Gone are the days of keeping track of everything on paper. To keep maintenance operations running efficiently and keep up with the competition, you should take full advantage of work order management software.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">CMMS software can help you automate the work order process and keep everything digital. Team members can submit requests, receive alerts on mobile devices, document and review tasks, and track inventory management all in the same system.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Provide plenty of details<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Each work order should contain plenty of details so your technicians know exactly what they need to do to get the job done right the first time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These details might include:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A detailed description of the problem (where it is located, how bad it is, what part of the asset needs repair, etc.)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identification of the specific assets that need repair<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Comprehensive checklists of tasks for the repair (this might include the SOP for that specific task)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of resources needed<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Health and safety requirements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Completion date<\/span><\/li>\n<\/ul>\n<p><i><span style=\"font-weight: 400;\">Check out this detailed guide for how more information about<\/span><\/i><a href=\"https:\/\/limblecmms.com\/blog\/work-order\/\"> <i><span style=\"font-weight: 400;\">what to include in a work order<\/span><\/i><\/a><i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/i><\/p>\n<h3><span style=\"font-weight: 400;\">Encourage users to follow the work order process<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A work order process only works if one involved is accountable for doing their part. Make sure your team is trained on and aware of your work order process. If you have customers or tenants who send work order requests, make sure they know the proper channels to submit them. Encourage consistency by providing timely responses.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Provide a channel for feedback<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It can be extremely helpful to receive feedback from your staff and customers on your work order process. So be sure to provide a way for them to share feedback with you.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This can help you determine what is or isn\u2019t working and allows everyone to build trust in the process, knowing that their input is being considered. When people trust the process, they will follow it.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Streamline your work order process with Limble CMMS<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you\u2019re looking for the right software for your work order process, you\u2019re in the right place. <\/span><a href=\"https:\/\/limblecmms.com\/cmms\/cmms-software\/\"><span style=\"font-weight: 400;\">Limble CMMS<\/span><\/a><span style=\"font-weight: 400;\"> gives you one platform to take care of everything, from ticketing and digital work order assignments to asset management and custom reporting.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/get-started\/\"><span style=\"font-weight: 400;\">Start a free trial<\/span><\/a><span style=\"font-weight: 400;\"> today, or<\/span><a href=\"https:\/\/limblecmms.com\/contact-us\/\"><span style=\"font-weight: 400;\"> reach out to our customer support<\/span><\/a><span style=\"font-weight: 400;\"> team to learn more!<\/span>[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]Work orders play an essential role in keeping your [&hellip;]<\/p>\n","protected":false},"author":77,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[739],"tags":[],"class_list":["post-13775","post","type-post","status-publish","format-standard","hentry","category-maintenance-operations"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7.1 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>6 Steps to Master The Work Order Process + Free Tips<\/title>\n<meta name=\"description\" content=\"Optimize your work order process flow by following the six steps outlined in this article. Create efficiency for your maintenance operations.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/limblecmms.com\/learn\/maintenance-operations\/work-order-process\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"6 Steps to Master The Work Order Process + Free Tips\" \/>\n<meta property=\"og:description\" content=\"Optimize your work order process flow by following the six steps outlined in this article. 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