Let’s walk through the basic steps involved in creating your first work order.
Digital work orders can include safety and sanitation checklists, preventative maintenance, reactive maintenance, and asset management. For this example, we’ll create a safety and sanitation checklist for an operational manager tasked with implementing new hygienic guidelines for his office space.
Although your organization’s work orders might necessitate additional layers of complexity, the overall process remains the same. MaintainX is suitable for a variety of organizations, including:
- Country Clubs
- Oil and Gas/Utilities
- Fleet Management
- Facility Management
- Property Management
If you haven’t already, click here to download the app. Please note: The following steps are for example purposes only, and should not be confused with a comprehensive safety and sanitation checklist for your unique organization.
Here’s how to create a work order with MaintainX:
1. Open the app on your smartphone or desktop
Your screen will look similar to this (without all of the scheduled work orders):
2. Create a work order
Select the “Work Orders” icon from the bottom-left of your screen. In this example, I’ll be naming our work order “Safety and Sanitation Checklist.” Feel free to name your practice work order whatever you like.
3. Assign team members
Next, select “Assign To,” and choose who should be notified once the work order is ready. You can assign work orders to both departments and individuals.
If you don’t already have team members saved, you will be given the option to enter them individually or upload the contacts from your smartphone:
4. Choose a date
When should this item be assigned, and how often? Select the next prompt, and a calendar will appear. Select a date customization options for a due time, start date, and repeatability:
5. Select a priority level
As you can see, our work order screen now shows the assigned worker, due date, and reputability options we selected from step four. Next, rate the work order a priority of none, low, medium, or high.
6. Write a description
Scroll down to the Description box, and write a summary of the work order’s purpose. This is a perfect place to provide assigned workers with special instructions, context, and important data.
7. Add procedures
Next, select “Add Procedure or Inspection” from the light-blue box. This is the “heart” of the work order; here, you will input instructions on what needs to get done and how. You have the option of adding section headers and various form fields for work order organization. I’ve titled our example “Sanitation Checklist.” In addition to including individual procedures, I also began creating a series of department questions for supervisors:
The app provides several drop-down options for types of fields, including multiple-choice, pass/fail, fill-in-the-blank, and more. We even have a new, digital signature block feature that can be included for supervisors who prefer traditional sign-offs:
Once you’re finished, select “Done” from the top-right corner to save your work. You will now be redirected to the Work Order Page for final customizations.
8. Select final preferences
Here you can assign vendors, locations, assets, and more in a similar fashion to the previous steps.
If you need to include any pictures or PDFs, perhaps a formal safety document for reference, you can attach that directly to your Work Order. Simply select “Add File.” You can also take a picture with your smartphone and upload it right away.
9. Utilize comments
Finally, don’t forget to utilize the comments feature by switching to the Comments tab at the top-right of your screen.
Our comment feature is appreciated by both managers and team members alike: Managers receive real-time, verbal confirmation of task completion, and workers can quickly ask for task clarification. Both parties can also attach files and photos directly into the comment stream. That means workers can send photographic depictions of problem areas, and managers can quickly share additional documentation.
10. Monitor the work order
Now that our repeatable work order is open, we will receive routine notifications of daily task completion. This work order will remain open until we change the status to On-hold, In Progress or Done. We can edit the work order at any time by selecting “Edit” from the top-right corner.
Create digital work orders, in less time with MaintainX
Congratulations—you have now created your first work order with MaintainX. We help busy operations managers stay organized, improve employee communications and enhance onsite safety with a convenient, real-time app that includes:
- Unlimited Work Orders: Store everything in “the cloud.”
- Unlimited Messaging: No more lost email threads, text messages and undocumented phone calls.
- Unlimited Photos: Upload (and draw on) as many photos as you need to illustrate workplace problems between parties.
Are you ready to manage your company’s maintenance and operations without the paper stacks? Global organizations like McDonalds, Marriott and Hilton have already switched to the convenience of MaintainX.