Work orders are the backbone of organized maintenance. Every repair, inspection, and preventive maintenance task should flow through a structured work order process to ensure nothing is missed, accountability is clear, and a complete maintenance history is preserved. This guide covers the essentials of work order management and how software transforms it from a paperwork headache into a streamlined operation.
What Is a Work Order?
Types of Work Orders
Preventive Maintenance Work Orders
Automatically generated by PM software based on time intervals or equipment usage. These are the scheduled, recurring tasks that keep equipment running: oil changes, filter replacements, calibrations, inspections, and component overhauls.
Corrective Work Orders
Created when an issue is identified but is not an emergency. For example, an inspection reveals a worn belt that should be replaced within the next two weeks. The work is planned, parts are ordered, and the repair is scheduled at a convenient time.
Emergency Work Orders
Triggered by an unexpected equipment failure requiring immediate attention. These are the most expensive and disruptive work orders. A strong preventive maintenance program minimizes the frequency of emergency orders.
Inspection Work Orders
Assigned for routine equipment checks and safety inspections. The technician evaluates the asset's condition and documents findings. If issues are discovered, follow-up corrective work orders are generated.
The Work Order Lifecycle
Request
Issue identified, work requested
Create
Work order created with details
Approve
Reviewed and authorized
Assign
Technician and schedule set
Execute
Work performed and documented
Close
Completed, reviewed, archived
What Makes a Good Work Order
An effective work order includes:
- Asset identification - Equipment ID, name, location, and barcode.
- Clear description - Specific, actionable description of the work to be performed.
- Priority level - Emergency, high, medium, or low to guide scheduling.
- Assignment - Named technician or team responsible for the work.
- Parts and tools - Required materials listed so the technician arrives prepared.
- Safety notes - Lockout/tagout requirements, PPE, or other safety precautions.
- Due date - Clear deadline aligned with priority and production schedules.
- Completion fields - Actual time spent, parts used, condition notes, and follow-up needed.
Common Work Order Pitfalls
How Software Transforms Work Orders
Work order software eliminates these pitfalls by:
- Automating creation - PM schedules automatically generate work orders when tasks come due.
- Mobile execution - Technicians receive, update, and close work orders from the mobile app.
- Real-time visibility - Managers see open, in-progress, and overdue work orders on dashboards.
- Built-in history - Every completed work order is linked to its asset record permanently.
- Automated notifications - Technicians are alerted when work is assigned; managers are notified of overdue tasks.
- Cost tracking - Labor hours, parts used, and vendor costs are captured per work order for accurate maintenance cost analysis.
Ecesis Maintenance Software Solutions
Preventive Maintenance
Work orders, PM scheduling, and asset management
Inspection Software
Mobile inspections, checklists, and compliance tracking
Task Management
Corrective actions, assignments, and automated reminders
Document Management
Equipment manuals, SOPs, and safety procedures
Training Management
Track maintenance team certifications and competency
Mobile App
Access work orders and equipment data from anywhere
