Mastering the Art of Facilities Maintenance

managing time and resources effectively

Managing work orders and work flow

Managing workflow, documenting work, and providing for compliance with record keeping can be a tough tract to manage when spring and summer work picks up. Maintenance technicians can be overwhelmed and can handle as many as 60-70 work orders in a single day. How do you manage all of these work orders?

My thoughts go back to property managers scribbling addresses on a post-it note, or concierge desk attendants handing “while you were out” notes to maintenance technicians. The tech then proceeds to put the note in their shirt-pocket and then realizes days later that they forgot the call…

The best way to handle a work-order system with maintenance techs is to provide a written work order.  A written work order program can also include the following:

  1. maintenance request forms
  2. door hangers
  3. work orders
  4. make-ready boards

Tenants and customers can fill out a form to make a maintenance request (they can be placed in the lobby, at a concierge desk, or at the property manager’s office) and then the actual work order can be assigned to the maintenance tech. The tech should always leave behind a document that tells a tenant or owner that a tech was in their unit, and door hangers can be used to notify pending work, that a tech is currently in the unit, or that a tech visited earlier.

Finally, in managing workflow, tracking and make-ready boards can be used for punch-out tracking ,special products and for assigning tasks with multiple technicians and vendors.

John Tindale and Maintenance Mastery were not compensated for mentioning Great American Property Management Products.

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April 1, 2010 - Posted by | buildouts & remodeling, facilities maintenance, organization, safety, tools | , , ,

3 Comments »

  1. Interesting article. I will give it a go when the situation allows it.

    Comment by Duct Masters | June 21, 2010 | Reply

  2. water heaters can sometimes fail because of over voltages in the power line ~

    Comment by Inking Stamp : | October 30, 2010 | Reply

  3. Fantastic internet site. Loads of practical facts in this article. I’m sending it to a couple friends ans also sharing in delicious. And of course, great sweat!

    Comment by Abel | September 15, 2011 | Reply


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