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Work Order Templates

Use work order templates to process faster and track better.

Why you should use work order templates

A work order is used to assign maintenance, repair or other types of work to a person or group of persons with appropriate knowledge and skills. Work order templates help to record customer data, important tasks and schedules as well as service and material costs correctly and in detail.

An order form based on such a pattern is often used in the field to record order details and pass them on to the appropriate sales representative. Careful documentation of customer requests helps to plan and allocate maintenance resources, avoid time conflicts and track the progress of work.

This article discusses:

1. Create ideal work order templates

2. Advantages of digital work order templates

Create ideal work order templates

It is important to formulate a work order thoroughly to avoid discrepancies and project delays. If you want to write a work order, it should contain different elements depending on the type of use. However, some elements always appear in a work order templates:

1. Description of the work order

In this way, a work order template acts as a method statement because it should contain a field where it can be described how the desired task is to be fulfilled. To avoid discrepancies and rework, the exact service case, specific parts or materials, and/or the desired result should be listed.

2. Name of the person/department to perform the requested work

Persons or departments commissioned by the client to carry out the required work are listed here. Depending on the severity and scope of the task, this may include one person, a group of people, or an entire department. Before the work is carried out, all persons/departments listed here must be consulted.

3. Customer data and availability

The customer’s full name, contact details, and availability schedule are noted in the form when a work order is placed. This allows the assigned person doing the work to communicate with the customer or request additional information if necessary.

4. Amount of work and required materials

The prices for materials and services must be noted in the work order form in order to meet the expectations of both parties adequately. Most work order forms also include a breakdown of all costs such as taxes, the subtotal, and the total amount.

5. Time frame and schedule

The schedules must be agreed at the beginning between the customer and the person/department carrying out the work. This ensures that expectations are met, and the budget can be adhered to. Work that takes too much time or misses the deadline can result in budget overruns. A timeline in the work order template helps both sides to keep track of the hours worked and the costs.

6. Authorized Signature

Signatures of authorized signatories serve as approval stamps and enable authorized persons or departments to carry out the necessary work. A signed work order form confirms the agreement between the customer and the commissioned person/department on the details of the required work as recorded in the form.

Advantages of digital work order templates

Keeping the responsible employees informed about product and service requests always in paper form can be a challenge. With Lumiform’s mobile app, you can easily capture all the data for a work order via a template on your tablet or smartphone – online or offline. You can then send the finished job to the responsible colleagues in no time at all.

Lumiform allows you to digitise your work order forms and internal processes. With the flexible form builder, work orders can be individually adapted at any time within a few minutes. Using the Lumiform’s super intuitive mobile application, colleagues on-site can view the work orders, make changes and leave comments at any time. So you can keep an eye on the progress of work and react immediately to problems and delays. You can also benefit from other advantages if you use digital work order templates:

  • Generate real-time data via internal processes. This makes quality and security measurable, and you can use the data to optimise processes continuously.
  • Get an overview of everything that’s going on on-site.
  • Reports are created automatically – this saves the complete postprocessing.
  • Increase the efficiency of your internal processes: By communicating more efficiently within the team, with management and with customers, and by reporting incidents more quickly, you can resolve incidents up to 4 times faster than before.
  • Save time by analysing all data more easily and identifying areas that need your attention more quickly.

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