What is a Work Order Form Template and why is it important?
A work order form is triggered and created after a work request has been received. A work request may originate internally or externally from your customer base.
Typically, once a work request has been received a maintenance manager will draft up and approve the work order before designating it to the mechanics.
The work order includes information from the work request, such as the description of the job that needs to be completed whilst also detailing how the job will be completed.
This includes important information like who the job has been assigned to and cost estimates for both labour and parts.
The Different Types of Work Orders.
There are typically three different types of work orders. These are categorised as:
- Preventative Maintenance Work Order: Created for scheduled routine maintenance which is carried out periodically to prevent asset failure and unplanned downtime.
- Inspection Work Orders: Created when a specific asset has been flagged for inspection or auditing.
- Emergency Work Orders: Created when an asset fails unexpectedly and needs to be repaired promptly.
How to create your own Work Order Form Template.
When planning to create your own work order form template, you initially need to consider what information you specifically want to capture using the form.
For a work order form template, you need to consider all the important information that needs to be recorded to ensure that the job is completed successfully, and that you are paid correctly by your customers.
You should begin your work order form with two section to capture basic information about your business and your customer.
For your business you should include fields to record your name, address, and important contact information, such as your phone number or email.
For your customer you will want to record key details, such as who requested the job, the date, and their location.
Next you should include a section to record the key information about the work order including estimated start and end dates for the job and who you have assigned the job to helping ensure accoutability.
This should be followed by a paragraph field where you can capture the description of the work that needs to be completed.
We then recommend including two separate sections to record the estimated labour and material costs.
In our free example which can be downloaded below, we have used a table format to capture the estimated labour and material costs as it is easy to read ensuring your customer clearly understands how the total cost has been determined.
For additional clarity, we also recommend including a row at the bottom of each table where the total cost of all the labour and all the parts can be calculated and recorded.
Finally, to ensure traceability you should include a small section to capture the signatures of the individuals who have authorised the work to commence.
In our example, we have created a signature field to be signed by the person who prepared the work order, such as the maintenance manager and another for the signature of the customer who requested the job.
Using Jomo247 to manage your work orders.
Staying on top of a demanding task like work orders can become a challenge for any business no matter their experience or size.
A lot of businesses still rely on old-fashioned recording methods, such as snap-off work order pads.
This method is arguably not only outdated, but inefficient and subject to being easily lost or misplaced.
With Jomo247 once a work order form has been completed it is automatically stored in your system and can be quickly accessed whenever you need.
This creates a paperless workflow, helping to improve your environmental impact and reduce wasted resources.
With Jomo247, you can assign a work order with the click of a button and with admin permission track the progress of the job from start to finish if you need.
Instead of slow paper-based communication with your customers, Jomo247 allows you to invite your customer to your hub for no extra fee and communicate with them instantly – we charge per action NOT per user.
And with our permissions and roles feature, you can control exactly what your customers can access ensuring your confidential information stays safe.
