It All Starts with Work Orders
It All Starts with Work Orders
In any maintenance department, work orders are more than just a record of tasks—they are the backbone of the entire CMMS system. Every aspect of your maintenance operations, from cost tracking to payroll integration, relies on the accuracy and completeness of the data captured in work orders. Without them, the system collapses into guesswork and inefficiency.
Why Work Orders Are the Heart of the System
Work orders are where data enters the system. They tell the story of what was done, by whom, with what resources, and on which equipment. Here’s why they’re so crucial:
1.Labor Tracking
The hours mechanics log on work orders don’t just record their time—they drive the entire labor-cost tracking process. If the system is connected to payroll, accurate hours ensure correct paychecks. Beyond payroll, these hours feed into equipment cost analysis, helping to determine how much maintenance time each asset requires. Without accurate labor entries, you lose visibility into both workforce efficiency and asset performance.
2.Cost Management
Every part and material used in a repair is logged in a work order. If technicians don’t document this information properly, your inventory data becomes unreliable, and your cost tracking for equipment maintenance is inaccurate. Over time, these gaps can lead to significant budgeting issues or even unplanned downtime when critical parts aren’t restocked.
3.Machine History and Trends
A well-detailed work order provides a snapshot of the maintenance performed on a machine. This isn’t just for record-keeping—it’s essential for understanding the health of your equipment. A technician servicing the same machine months later relies on that history to identify patterns, recurring issues, or areas requiring further attention. Without this context, troubleshooting becomes inefficient, and problems may be misdiagnosed or overlooked.
4.Decision-Making and Reporting
Work orders feed the reports and dashboards that managers rely on to make data-driven decisions. Metrics like maintenance cost per hour, downtime trends, and resource allocation all start with the data entered in work orders. Inaccurate or incomplete work orders ripple across the system, undermining the insights that drive efficiency and cost savings.
Building a Culture of Accurate Work Orders
Getting work orders right isn’t just about having the right fields in your CMMS—it’s about creating a culture where technicians understand their importance. Here’s how to make it happen:
Training: Ensure technicians know how to fill out work orders properly and understand the downstream impact of the data they enter.
Standardization: Use templates or predefined fields to make data entry consistent and straightforward.
Accountability: Regularly review work orders to ensure accuracy and provide feedback when needed.
Ease of Use: Make sure your CMMS is user-friendly, reducing the time and effort required to complete work orders.
In a CMMS, everything begins with the work order. It’s the foundation upon which the entire system is built—capturing labor hours, parts usage, and maintenance details that fuel reporting, decision-making, and cost management. When work orders are accurate, the system runs like a well-oiled machine. When they’re not, the entire operation feels the impact.
At TENMIL, we help maintenance departments implement and optimize CMMS systems to ensure work orders—and everything built on them—are done right. It all starts here.