Importance of Work Order Management

Importance of Work Order Management

A work order authorizes and directs an individual or group to perform a specific task. A well-defined work order system should include all requested and completed maintenance jobs, whether they are repetitive or one-time. This system is helpful for management in controlling costs and evaluating job performance.

Although the type and size of a work order can vary between maintenance organizations, a work order should at least include information such as

  • Requested and planned completion dates
  • Work description
  • Reasons
  • Planned start date
  • Labor
  • Material costs
  • Item or Items affected
  • Work category (preventive maintenance, repair, installation, etc.)
  • Appropriate approval signatures

To ensure a smooth work order management process, organizations can use CMMS (Computerized Maintenance Management Software) or EAM (Enterprise Asset Management) to automate the process and streamline the work order from start to finish.

Defining Work Order Types

The division of work into various work order types is driven by the organizational requirements to measure multiple areas where work is done. Regulatory, as well as corporate reasons, can govern this.‍ A work order type can be defined as an area of work that requires work to be carried out in various modes of execution. The definition of a work order type should be based on the following:

  • The various types of day-to-day operational requirements of the plant or installation.
  • Needs to separate or define capital work orders.
  • Regulatory requirements.

Work Order Types

General maintenance (G.N.)

Covers all work (such as regularly scheduled inspections, overhauls, replacements, repairs, and service work) required to keep the plant running to set standards. In addition, it covers emergency work needed when the plant is forced to stop unexpectedly.

Capital works (C.P.)

Covers labor and materials for the design, planning, and execution of work associated with the following stages of erecting, dismantling, and improving the plant beyond its original or current design specifications.

Statutory (S.Y.)

Covers all work required to comply with regulatory controls or requirements for a specific plant, including electrical systems, pressure vessels, pressure release devices, and lifting equipment.

Environmental (E.N.)

It covers all work on equipment required to maintain high environmental safety levels that most operations aspire to achieve.

Safety (S.A.)

S.A. covers all work required to maintain a high level of safety, including scheduled tasks and routine safety inspections.

Defining Maintenance Types

This refers to how tasks are executed under the various classifications of work defined in the work order types rather than a class of work itself.

Maintenance types include

  • Emergency work to restore operations or prevent excessive risk to the safety of people and plant items
  • Repairs to plant items, overhauls, workshop repairs, scheduled work, and engineering modifications
  • Administrative indicators for overhead costs

Maintenance Types

Corrective actions (CA)

Corrective maintenance is a type of maintenance performed in response to a problem or failure. It is typically carried out after a problem has been identified and is aimed at correcting the underlying cause of the problem so that it does not reoccur. Corrective maintenance can be contrasted with preventive maintenance, which is aimed at preventing problems from occurring in the first place.

Any repair work required to return the plant to full operating, safety, or environmental standards. C.A. can include capital work, such as repairs after devastating incidents, catastrophic failures, and acts of God.

Preventative maintenance (PM)

Preventive maintenance is a type of maintenance that is performed to prevent potential issues from arising; This can involve scheduled inspections, repairs, replacements, and more. Doing this can help to avoid costly repairs or replacements down the road and can help keep your equipment running smoothly.

Maintenance work done in a planned way with a predetermined schedule is called Time Based Maintenance (TBM). Maintenance work done in a planned way based on the condition of the equipment is called Condition-Based Maintenance (CBM).

Predictive maintenance (P.D.)

Predictive maintenance is a data-driven approach that uses sensors and machine learning to predict when equipment will fail; This helps organizations schedule maintenance before failure occurs, preventing downtime and reducing maintenance costs.

P.D. is used in some cases where modern equipment diagnostics help predict the time frame for undertaking maintenance work by planning based on the condition and scientific predictions.

Breakdowns (B.R.)

B.R. covers all breakdowns for all classes of work and is an effective indicator for tracking the plant's overall health. A breakdown is defined as a situation that has stopped a piece of equipment and requires fixing or as a failure that will stop a piece of equipment within a short period, requiring immediate attention.

Opportunistic Maintenance (O.M.) or "If Down Do"

It refers to a shutdown of equipment, production line, assembly line, or production cell to carry out certain maintenance activities.

Autonomous Maintenance (JISHU HOZEN)

This methodology involves operators in daily maintenance activities on their machines. This approach teaches operators to clean, inspect, and lubricate their equipment rather than rely on maintenance staff to fix problems. This approach can lead to significant improvements in the maintenance function and a shift in the "I run it, and you fix it" mentality to "I run it, and I fix it.

Work Order Templates

CMMS includes a work order template for creating a standard for performing work. The work may be corrective, preventative, predictive, or involve modifications that are likely to be repeated.

A template can be linked to a maintenance routine or used to create a work order. You create a one-to-many relationship by linking it to a maintenance routine, meaning one template work order can be used for many maintenance routines.

In addition to serving as a repository of experience for your maintenance plant, a template can also reduce the amount of planning work required for each task. It should include all relevant information needed to complete a task and align with the corporate definition of a planned work order.

The Work Order Software template can also improve planner-to-craft employee ratios. It is often recommended that a maintenance planner should plan for at most 15-20 craftsmen. However, with the effective use of maintenance work order templates, this ratio can be extended to 35-40 because templates of higher quality can significantly reduce the time spent on work order planning by maintenance planners.


  • Estimated resource hours and types
  • Estimated materials
  • Estimated costs
  • Procedure
  • Safety information
  • Tracking/Monitoring
  • Knowledge management
  • Better Insights

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What Do Our Clients Says ?

Amrapali Exports - Esteemed Clients of cryotos
Anuraj Sharma - Maintenance Manager

The best thing about Cryotos CMMS software is that it always tells me when something needs to be fixed - before it breaks and cost me a fortune!

The software is very user-friendly, and even if I don't know how to do something, the support team is always there to help me out.

Most importantly, unlike other such software, Cryotos is editable and hence the user can modify how the software works as per their need, we made several changes in the workflow & flowchart with the help of development team.

I don't know what I would do without Cryotos! I've been using it for years, and it has saved me so much time and money. I highly recommend it to anyone who wants to manage their assets efficiently.

Resil Chemicals - Esteemed Clients of Cryotos
Jeevan Belliappa - Head, Information Technology

Since we've been using Cryotos CMMS Software, our asset maintenance management has been running more smoothly than ever. We're able to track and optimize our preventive maintenance with ease, thanks to the customized process workflow. This has been a lifesaver for our team!

The Cryotos CMMS software has allowed us to manage our assets more effectively and efficiently. It has helped us to improve our asset utilization. The software is user-friendly and easy to navigate, and the support team is always quick to help with any questions we have. We're very happy with the results we've seen so far and we're confident that we'll continue to see improvements in our asset management as we use the Cryotos CMMS software.

Planys - Cryotos Esteemed Client
Antony Jacob Ashish - Lead, R&D

Cryotos goes above and beyond when it comes to customer satisfaction. Planys Technologies use Cryotos for preventive/ corrective maintenance of our critical systems and not once did we face a problem that was not dealt with immediately. The team is extremely professional and helpful. We can rely on Cryotos when it comes to the operations and processes.

Thanks to the whole team for the amazing performance and thought leadership. It's rare to see teams that can put themselves in the customer's shoes and think from their perspectives - Cryotos team doesthat and more.

We recommend Cryotos if you are looking to put an end to your preventive maintenance problems and sign up with them!

Thanks to the team for an awesome job.

Xpert IFM - Esteemed Clients of Cryotos
Siva Shankar - AGM, (Operations & BD)

On behalf of Xpert FMS we would like to express our sincere appreciation for the excellent support Cryotos team have provided us for our building and facility management. Cryotos has always provided support that is timely and meets our expectations. Professionalism and quick response are the hallmarks of this team.

Sincere appreciation for the team's brilliant performance and wish them continued success. We highly recommend Cryotos as they have executed well on all assigned tasks and continue to outperform.

Thanks to all the hard work, our lives have become easier.

ST Jude India Childcare Centers - Cryotos Esteemed Client
Mukesh J - CIO

We are able to raised the workorder and tracking of these till the closure as helped us to provide better services our beneficiaries. Workflow-based work order management has helped us to define processes for each locations separatley. System provide notification once order is raised for assignment to engineer.

Maspro - Esteemed Clients of Cryotos

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Al Zain Farms LLC - Esteemed Clients of Cryotos
Mr. Vishnu S Nair

Since we've started using Cryotos, our team has been able to stay on top of all the various SOPs. Checklists and safety procedures are now easily accessible to everyone, and we can quickly reference them whenever we need to. The software has definitely helped to improve our team's communication and efficiency. Plus, the fact that it's cloud-based means we can access it from anywhere, which is a big plus. It has been a great help in keeping everyone on the same page and up to date with the latest procedures.

Dinex - Esteemed Clients of Cryotos
B S Vijaya K. - Maintenance Engineer

At starting it felt some what difficult for scheduling but now it made to easy access.

Review from Capterra

Korrun - Esteemed Clients of Cryotos
Nithin G. - Maintenance Incharge

Overall: Nice Software
Pros: Scheduling, work order creation, asset inventory, records.
Reasons for Choosing Cryotos: Compared to other products it's easy to use and easy to understand the feature.

Review from Capterra

Aptiv8 IT Solutions
Hashim - Business Project Manager

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Gurit - Esteemed Clients of Cryotos
Mr. Mohanmurali R

I recently purchased Cryotos CMMS Software for asset management needs at my organization and after a few months of testing and monitoring, I'm incredibly pleased with the results. The software is user friendly, accessible and the design is very intuitive. It covers all the aspects of managing maintenance and repair, starting from preventive maintenance and standardizing operation cycles, to scheduling and streamlining workflows. I am highly satisfied with the performance and the range of features offered by Cryotos. Highly recommendable!

Metro Tyres - Esteemed Clients of Cryotos
Mr. Sanjay Beri

Before using Cryotos, asset management and maintenance seemed like an uphill task for my team. Manual processes laden with human errors did not work for us at all. We decided to go with Cryotos after checking out similar products in the market.

The user interface of the software is intuitive and easy to use, making it simple to navigate through the different features and functionalities. I particularly appreciate the ability to track all assets in real-time, allowing me to keep a close eye on their performance and maintenance needs.

Customized work order and workflow creation has reduced the needs to always follow a particular template. Depending on our needs we can create tailor made workflows to suit our requirements.

I highly recommend Cryotos to anyone who would like to unburden themselves of maintaining and managing their critical assets.

Dinex - Esteemed Clients of Cryotos
Mr. Yuksel Aksin

As a customer of Cryotos CMMS software for asset management needs, I must say that I am thoroughly impressed with the features and functionality offered by the platform. Cryotos CMMS software has made managing my assets a breeze, and I no longer have to worry about missing maintenance or inspections.

One of the standout features of Cryotos CMMS software is the ability to generate work orders and schedule maintenance tasks. This has made it easy for me to stay on top of maintenance and repair tasks, ensuring that my assets are always in optimal condition.

The software also allows me to track inventory levels which has streamlined my inventory management process. The ability to generate reports and analyze asset performance data has also been invaluable in helping me make data-driven decisions about my assets. Overall, I would highly recommend Cryotos CMMS software to anyone looking for a reliable and efficient asset management solution.

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