A simple work order process for small businesses

A useful work order process answers five questions: what happened, where is it, who owns it, when is it due, and was the problem actually resolved?

1. Standardize requests

Capture a short problem description, exact location, optional photo, urgency and contact person. A request such as 'water under the sink in first-floor breakroom' is easier to act on than 'plumbing issue'. Encourage staff to report safety concerns immediately through the appropriate emergency process.

2. Triage before assigning

Define a few priorities such as urgent, routine and planned. Escalate hazards and business-critical failures according to your site's procedures. An administrator should confirm ownership, target response and any access or equipment limitations.

3. Record work and costs

The assignee should update status, parts used, time spent, vendor information and follow-up needs. If work cannot be completed, record the blocker and who should resolve it. Avoid marking requests completed simply because a technician visited.

4. Close the loop

Notify the requester when work is finished. Look for trends in repeat requests, aging work orders and frequently serviced assets. These patterns help prioritize preventive maintenance and replacement decisions.

Try this with your team: Identify one building, one owner and one manageable next step. Revisit the record after 30 days to see what improved.

This guide is general information. Check manufacturer instructions, workplace procedures, local requirements, and qualified professionals for regulated, hazardous or specialized work.

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