{"id":15858,"date":"2024-03-01T15:26:17","date_gmt":"2024-03-01T22:26:17","guid":{"rendered":"https:\/\/limblecmms.com\/?p=15858"},"modified":"2025-05-30T13:02:48","modified_gmt":"2025-05-30T19:02:48","slug":"work-order-tracking","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/work-order-tracking\/","title":{"rendered":"Work order tracking"},"content":{"rendered":"

Tracking work orders is an essential aspect of work order management, and it becomes immensely more efficient with the help of tracking software.\u00a0<\/span><\/p>\n

Work orders are the centerpiece of an <\/span>effective maintenance program<\/span><\/a>. Once a work order request is initiated, it triggers a set of tasks and workflows that drive maintenance operations. Creating the work order is just the first step.\u00a0<\/span><\/p>\n

However, a maintenance team can quickly become inundated with <\/span>work orders<\/span><\/a> if they don\u2019t have a proper system for tracking them. In this article, we\u2019ll dive into some helpful tips and best practices for tracking work orders, along with some valuable tools and resources.\u00a0<\/span><\/p>\n

Work order workflow<\/span><\/h3>\n

Before completely revamping a work order tracking system, it\u2019s helpful to understand the <\/span>work order process<\/span><\/a>. How do work orders go from service requests to completed tasks?<\/span><\/p>\n

Three people are typically involved in this process: the <\/span>work requestor<\/b> (a machine operator or employee), the <\/span>work approver<\/b> (manager), and the <\/span>person performing the maintenance tasks<\/b> (technician).\u00a0<\/span><\/p>\n

The work order workflow follows these individuals. Here\u2019s a simple overview of what that process looks like.\u00a0<\/span><\/p>\n

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  1. The requestor submits a maintenance request for a piece of equipment they work with.\u00a0<\/span><\/li>\n
  2. The approver reviews the request and, if approved, creates the work order.\u00a0<\/span><\/li>\n
  3. The work order is then passed along to the maintenance technician and worked into their maintenance schedule.\u00a0<\/span><\/li>\n
  4. The technician performs the maintenance work and closes out the work order.\u00a0<\/span><\/li>\n<\/ol>\n

    When a company uses tools like a <\/span>Computerized Maintenance Management System (CMMS)<\/span><\/a> to manage this process, it also provides notifications to all involved parties along the way. Not only does this improve communication, but it also provides for a more streamlined process without the risk of duplicate work orders.\u00a0<\/span><\/p>\n

    How do maintenance teams track work orders?\u00a0<\/span><\/h2>\n

    Maintenance teams across various facility types use different processes to track their work orders. A few common methods include:\u00a0<\/span><\/p>\n

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    1. Handwritten paper orders: <\/b>Some companies use documents where they handwrite each detail of the work order and require handwritten signatures from the approving party before getting started. These can quickly pile up, go missing, and become a monster to keep organized.\u00a0<\/span><\/li>\n
    2. Spreadsheets and online documents: <\/b>Many companies use Excel or Google Sheets to track work order task approval and completion. Spreadsheets are more organized and easily shared than handwritten notes but can quickly become a mess if not regularly updated.\u00a0<\/span><\/li>\n
    3. Work order management software:<\/b> Many more companies use <\/span>work order software<\/span><\/a> or similar programs designed to help track work orders. These tools make it easy to keep all work order information in one place, notify team members, and stick to a schedule so operations run smoothly.\u00a0<\/span><\/li>\n<\/ol>\n

      No matter the size of the company, it\u2019s difficult to stay organized and competitive without using digital methods for work order tracking and maintenance management. These tools help organizations streamline maintenance tasks, improve production, improve employee safety, and ultimately save time and money.\u00a0<\/span><\/p>\n

      More tips for optimizing work order management<\/span><\/h3>\n

      In line with moving to a digital work order management system, organizations should keep these best practices in mind to improve overall maintenance performance:\u00a0<\/span><\/p>\n