Work Order Management: How to Prioritize Maintenance Activities

The degree of effectiveness in maintenance program operations largely depends on how effectively items are managed and tracked. Studies have shown that unplanned downtime can be as much as $50 billion each year for manufacturers.[1]. This further emphasizes the correct required optimized work order management.

In this article, we will examine the maintenance activities using best practices according to priority and more clearly explain how scheduled preventive tasks can coexist with corrective measures. Below, there’s an outline for a standard work order management procedure that can improve many organizations’ efficiency, safety, and performance.

Getting To Know The Management Of Work Order

The best work order software involves creating the orders, delegating them to employees, tracking their progress, and then recording and reviewing performance. Organizations can improve workflows and reduce downtimes by enabling an effective management system while keeping their facilities in top working order.

Say, for example, an equipment failure disrupts your ability to operate but you have an efficient work order system: the automated process promptly dispatches technicians and manages repairs as they happen. Facilities management is about keeping the physical space safe and in working order through scheduling maintenance efforts.

Why Initiating Systematic Prioritization Is Crucial?

Effective prioritization starts with a clear understanding of the asset’s significance to the business. This implies that maintenance on essential equipment should take precedence over non-critical repairs. Utilizing actual time data and predictive analytics can provide insights into which equipment is most likely to fail next, facilitating more effective scheduling of preventive maintenance.

Tools are available for maintenance work order software and its visibility, allowing companies to direct their maintenance efforts toward the most critical tasks first. This approach helps extend the lifespan of equipment, minimizes operational disruptions, and maintainsoptimum productivity levels.

Why Prioritization Matters in Work Order Management?

Most of the maintenance tasks are not intended to be placed at the top when managing work orders. Some will be immediatelyactionable and others may go on more regular machine checklists. This absence of information can cause teams to work on the wrong things, leading to more downtime and safety risks which ultimately cost a lot. One of the best ways that an organization can utilize prioritizing tasks with urgency and impact is to address current pressing issues promptly.

Poor planning translates to being in “firefighting mode” almost always, fighting fires instead of executing plans it reflects on. Reactive behavior is a resource pit and makes it difficult to gain in the long run for operational efficiency.

In manufacturing or facilities management, this method can be used to socket downtime. This helps with prioritization as it is a good resource. This ensures that bottlenecks are avoided, and workflow is optimized as we move skilled technicians to compose with the right resources to knock down larger issues.

Steps To Prioritize Maintenance Activities:

Step 1. Prioritize your work orders:

 Criteria such as “must-for-continuity-of-operation” and “cannot-be-done-fast” will allow you to determine what is important versus what is not. A critical work order is one that if not done will adversely affect a production line, menace safety, or put your organization out of compliance.

For instance, aviation maintenance teams give priority to systems of urgent criticality such as engines or landing gear, and delay non-critical tasks like repairing the seats.

Step 2. Adopt a prioritization model by using a risk-based system:

Maintenance tasks are ranked using a prioritization model that considers the probability of failure and the impact on operations. By examining the likelihood of failure, severity of consequences, and the cost of downtime, it allows teams to prioritize tasks that are more likely to cause significant disruptions.

For instance, priority should be given to an older machine which is more likely to fail, than the repairs on new machines.

Step 3. Understand time constraints & due dates:

The urgency of the work order is based on the timeframe it needs to be completed. You must not skip compliance inspections and warranty-based repairs unless there is a deadline. It works by focusing on work orders that are due, rather than those which were booked recently.

For instance, food processing uses things like refrigeration to meet safety regulations. This will lead to rotting during maintenance failures for these units and is something that can be a big issue in the long term from an economic standpoint.

Step 4. Use predictive maintenance information:

Whenever there is a fault alert, teams can use that data in building their priority system. Sensors and monitors can alert teams to potential problems before they become a problem. That data informs an organization which work orders need to be prioritized for that piece of equipment while it is still expected to wear down. This helps to prevent unexpected failures and keeps important assets running for longer.

Step 5. Create a process to prioritize work orders:

A prioritization matrix of the work orders is required for effective decision-making. There should be a systematic system of categorizing work orders based on safety and requirements. Tasks that are of high priority should be on top, while the low-priority tasks should be below.

High-priority tasks include repairs related to safety and equipment failure (leading to any potential downtime of a production line) in the matrix. Low-priority tasks could be assigned as a priority to routine inspections or performance optimization. This matrix helps teams to find out quickly how critical work order is and what they can do in each case.

Step 6. Simplify task/job allocation:

The next step is to prioritize work orders and assign them efficiently. CMMS systems can allocate tasks to the appropriate technicians based on their availability, skill set, and proximity to equipment. By automating the processing of work orders, the correct person can handle them quickly, which reduces delays and improves overall response times. The task is evenly distributed to avoid overcharging the technicians.

Step 7. Weigh resource accessibility:

The relevance of resource availability can differ and may not be the primary objective. The priority of work orders should be determined by the availability of manpower or parts.  

For example, when a technician is unavailable for two days due to specialized work, other tasks can be assigned in the meantime. Proper planning allows teams to adjust their priorities dynamically based on available resources.

Step 8. Measure and refine the order of task handling:

Even the most well-crafted prioritization systems require ongoing scrutiny. Companies can measure the efficiency of prioritization through the tracking of completed work orders. Time-based metrics such as MTTR, MBBF, and backlogs can be utilized to identify areas that need improvement and evaluate the effectiveness of high-priority tasks.

Step 9. Focus on strategies with the most profitable outcomes:

 Prioritize work orders based on cost-benefit analysis, as maintenance budgets are not bound to be infinite. If the equipment needs replacement soon, some repairs or preventive measures may not be worth it. The cost-benefit model allows organizations to focus on tasks that generate the highest return on investment. Rather than repairing an old machine several times a year, replacing it may be more cost-effective.

An example of auto manufacturing is the replacement of a robotic arm that frequently malfunctions and disrupts production. Although expensive, the long-term advantages of reduced downtime and maintenance make it a better option.

Benefits of LLumin’s work order platform

Utilizing LLumin’s work order tracking software is essential for optimizing maintenance activities, particularly during periods of safety and revenue disruption. LLumin CMMS is a revolutionary solution for managing work orders. Here’s how LLumin redefines maintenance management:

Going beyond the basics: Progressive task management:

The theme of prioritizing tasks that go beyond those basic needs is tackled by LLumin. Today’s clinical elements are mostly administered through checklist-based care giving a binary variable that guides performance (a simple yes or no). This includes equipment interconnectivity, historical failure data, and operational dependencies among other factors. LLumin puts together all these pieces to enhance maintenance execution not just in the tactical sense but doing the same on a strategic level as well.

Reaction to Prevention:

There should be an AI-based maintenance forecasting system that can predict issues rather than reacting to them. LLumin’s AI-enabled predictive maintenance looks at historical data patterns and predicts potential failures before they happen. The fact that they help you head off problems before they even happen is why they are classified as a strictly responsive maintenance strategy.

Precision paired with adaptability: Adaptive resource allocation:

The days of static resource planning are long gone, replaced by dynamic resource allocation that combines both agility and accuracy. LLumin’s dynamic system adapts to actual time changes in your priorities and available resources. Work orders are automatically reprioritized based on ongoing workloads, technician skills, and available equipment. The resources of ranges are guaranteed to be used and the critical tasks do not get postponed.

Interactive dashboards for deep-data dive:

LLumin’s interactive dashboard technology makes maintenance operation visualization-friendly. Visual tools enable users to dive into comprehensive charts and graphs, keep a close eye on performance metrics, and visualize work order statuses. Its simple interface makes the complex easy to digest and make decisions faster than ever.

Cohesive connectivity with IoT gadgets:

The Internet of Marketplace (IoT) favorsLLumin due to its seamless integration. The CMMS can be integrated with IoT devices, enabling actual-time data from sensors and equipment. By combining, not only it simplifies the process of creating work orders but also improves accuracy in monitoring equipment health and making smarter maintenance decisions.