How Does Work Order Tracking Work?

Like any process, work orders should be managed so that they do not become lost, overlooked, or endlessly procrastinated. Work order tracking systems play a pivotal role in getting things done.

Work order tracking systems are not to be confused with plain old work order systems. Virtually anyone can create a work order using forms, a spreadsheet, or specialised software. Work order tracking systems are complete systems that document the work that needs to be done, when it needs to be done, who performed the work, and what work was actually done.

In addition, work order tracking systems typically contain asset-specific details as well as track the number of hours worked, parts and supplies used, and the nature of the problem, its cause, and any corrective actions taken. With a formal work order tracking system in place, not only can you manage workflow, you can create a detailed service record for every asset. This information can become useful in the future, and many reports can be built around the data entered into the tracking system.

Numerous server-client and cloud-based work order tracking systems are available, each with its own unique features. However, the foundational concepts are similar. Below are a few of the components and processes that power modern work order tracking systems:

·       Database – In order to track work orders, assets, parts, and other items, work order tracking systems typically have a built-in or integrated database of some sort. Initial setup tasks will involve adding assets, employees, and standard activities typically conducted at your business.

·       Schedule – Most work is performed according to a schedule. Whether work orders must be completed on the same day work is completed or scheduled in advance, having a schedule is a must for prioritising and sequencing jobs as well as ensuring appropriate staffing levels.

·       Time stamps / tracking – Some systems create time stamps whenever work orders are generated and/or completed. Some include timers that can be used to time specific processes while others may require the user to manually enter start and stop times.

·       Communications and alerts – Work orders involve multiple parties including the person who requested the work, the person who will be performing the work, and the supervisor or dispatcher who is responsible for making sure it happens. Some work order tracking systems feature built-in communications tools that can send alerts (such as work scheduled, work completed, work delayed, and so on) to the various people involved.

·       Reporting – As work orders are generated, tracked, and completed, the underlying database will grow. Reporting tools can be used to create detailed reports, service histories, inventory lists, forecasts, and more.

Work order tracking systems help companies throughout the United Kingdom to manage maintenance work much in the same way that they manage production. With a good system in place, companies can define work to be done, schedule work, and document it. In addition, detailed histories provide an opportunity to identify areas of improvement, identify trends and potential issues, and much more.