How do your work orders get tracked and overseen? Does someone write it down on a sticky note and hope not to forget about it? One Source has some tips for you to better manage your work orders for success! 

1. 1. Create a process for your team and those entering work orders.

Start by identifying how work orders are identified and by whom. Creating a formal process to go through helps both you and your team know what to expect. This will involve trial and error to see what works best. By the time you and your team have mastered the process, entering work orders will become a second nature. 
Pro Tip: Request a formal submission for all requests 

1. 2. Stay organized 

It’s easy to lose track of everything when there are so many moving pieces at once. Staying organized is a way to prevent that. We sometimes rely on our memory too much to only forget information or dates within the next hour. We suggest using mobile apps to manage and schedule. These apps make keeping organized much easier as it is all in your phone to view and edit at any time. Another tip we always suggest is to use a CMMS (computerized maintenance management system) to track work orders. 
 

1. 3. Prioritize 

Setting your priorities will help you better understand what needs to be done and by when. Listing out all your responsibilities will show which tasks need the most attention and will create a clear agenda leaving you more prepared and organized 
 

1. 4. Communicate 

Communication is key. It is important to communicate with your team the expectations of each work order and answer any unanswered questions. Communication with your client is crucial to understand their expectations, confirm deadlines, and any future meetings. This will prevent any confusion and misunderstandings from both sides and will result in a smooth process. 
 

1. 5. Know the Details 

A huge factor of each work order is to know the factors. Sometimes we think we have a clear idea of everything, but it never hurts to confirm. We suggest you make a standard process to fill out all relevant details, big and small. This may include: 

• Name/ Party 
• Who is Assigned to What 

• Description of Work 
• Location
• Timeline/Deadlines 
• Tools and Equipment 
• Safety Guidelines 

As one can see, there’s a lot that goes into a work order. It’s important to create a formal process, communicate, plan, and stay organized to have a successful work order for your team, client, and yourself. 
Still have questions? Call One Source at 203-741-8770 or email us at [email protected].