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K-12 Workflow Management Blog

7 Work Order Templates for Your K-12 School  

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K-12 schools need an organized team to ensure a smooth and successful educational experience for students—and having a ticketing system can help. Work order ticketing provides necessary details for team members to complete their tasks, sorting and prioritizing requests by level of importance, order of receipt, level of urgency and other variables.

Read on to find seven work order templates to use within a range of maintenance tasks in your school.

What is a Work Order Template?

A work order template is a template that allows users to generate a standard work order form that includes creation and completion date, school or company name, scope of work and more. To create a work order, the requestor fills out the fields in the templated form then submits the information. Using templates for all work orders submitted helps:

  • Improve accuracy of requests and fulfillment: Work orders provide all the spaces for required information, ensuring that work order requests are made accurately and fulfillment of those requests is performed without error.
  • Enhance communication in K-12 settings: K-12 communities are made up of many different groups of people, including students, teachers and so on. Maintaining good communication in these bodies can be challenging. Using a ticketing system helps enhance communication between these groups to ensure service requests are properly recorded and passed along from one relevant party to another.
  • Boost efficiency: Work orders allow service requests to be addressed in an efficient manner, ensuring that the most important requests are addressed first, and no request is missed.
  • Allow users and workers to track requests: Work orders are made to be tracked, so that requestor and maintenance management staff are able to see the status of their work order and next steps to be performed.

Work order templates make K-12 ticket management easy. Work orders can be shared and used in many formats including Excel, Microsoft Word documents, Google sheets, or within a computerized maintenance management system (CMMS) platform.

To ensure an organized system for addressing work orders, it’s important to focus on using one central submission process. CMMS software is the best way to use and manage work orders because it controls workflow and establishes controls that ensure work orders are sufficient to support work that needs to be done.

Common Fields in a Work Order Template

It’s useful to have a separate work ticket template for each type of service request, such as maintenance work orders, preventive work orders and new resource requests. However, there are several common fields in any given work order format, no matter what kind of request form is being generated. These common fields include:

  • Work Order NumberAlso called job order or job ticket number, this unique identifier is assigned by the maintenance team or work order software, and allows anyone using the work order system to call up or request details on the work order at any time.
  • Description of Issue: This section allows the requestor to provide details about the type of work needing to be done. You may use a drop-down menu to limit responses to pre-approved categories, or a long-form text field to allow more thorough details to be added.
  • Requestor Information: Fields for the customer information for whomever is submitting the request. These may include a phone number, email address, or other practical contact information.
  • Location: The physical location of the problem or issue being worked on. This may be a short-form text field or a drop-down menu selection.
  • Goal Completion DateA calendar selection box allows users to note ideal completion dates, or if there’s a hard deadline that a work order must be resolved by.
  • Priority: Users can note whether or not the request requires immediate attention and must be handled with urgency to maintain regular school activities.
  • Category: Work orders can be sorted and automatically sent to appropriate team members based on the category users select–like plumbing or electricity, for example.
  • Work Order Assignee: The assignee is the technician/maintenance team member who will work this work order – usually as assigned by the crew, not by the customer.
  • Authorized Approval: This is the name of the person who will certify that work was done correctly and the work order can be closed – usually this is a person on the technician team or member.
  • Work Order Prerequisites: This space allows facilities managers to log parts or tools that must be ordered, or any skills or experience that the assigned technician or contractor must have to complete the task.

Other fields used can be aligned with your school facilities master plan and work order type, to ensure that your ticketing system meets your school’s unique needs.

Work Order Templates to Customize

Having a well-established ticketing system in place is essential … but even if you’re still using hand-written work orders and Excel-based spreadsheets, you can still use the following work ticket template structures to inform your own ticketing process.

When creating a work order template, it’s important to incorporate all the relevant fields for the type of work order being submitted. Revise your templates as needed until you’ve designed a set of templates that works for your organization.

Maintenance Work Order Template

The Maintenance Work Order Template is used for non-emergency facility or equipment maintenance requests. For example, teachers might use this template to request a light bulb change in their classroom, or administrators may use this request to alert maintenance staff to outdoor landscaping issues that must be resolved. This work order can be used to order replacements for broken furnishings and may also note interior or exterior problems.

Emergency Repair Work Order Template

Emergency work orders must be addressed as quickly as possible to ensure the safe functioning of the school facility. When someone requests an emergency repair, a smart CMMS platform will elevate the emergency work order to the top of the list.

Including auto-fill fields in your Emergency Work Order Template can help expedite the emergency response. For example, the school may have signed vendor agreements with businesses for emergency repair work (plumbing, electrical, HVAC, landscaping and so on). The smart CMMS would include contact information in the generated work order so that approved service providers can respond to and resolve the issue without delay.

Custodial Work Order Template

Custodial Work Order Templates streamline the management of cleaning and maintenance duties within a school system, ensuring a safe and clean environment for students and staff.

This template allows users to detail specific areas requiring attention, such as classrooms, hallways, or common areas, and may include specific instructions tailored to the requirements of the space. Priority levels for various tasks can be assigned to ensure that critical areas receive immediate attention. Custodial tasks might include general cleaning, floor care, sanitation procedures, and urgent cleanup operations, and can be assigned to individual custodians or teams.

Preventive Maintenance Work Order Template

Preventative Maintenance Work Order Templates can be auto-generated by your ticketing software to ensure that your facility’s systems are taken care of by maintenance workers according to the pre-determined schedules.

These work orders will include information about what equipment or asset specifically needs maintenance, asset history information, warranty documents and other information. Preventative maintenance work orders can be automatically assigned to a pre-designated individual or team, or these work orders can be assigned by a facility manager.

IT Services Work Order Template

IT service tickets resolve trouble with email, hardware, software, technical equipment and more. This template should be made available to all within your K-12 community, including board members, administrators, faculty, staff, students, and any other user types.

Your IT Services Work Order Template would allow users to address the type of work needing to be done, such as reestablishing network access, assisting with login or password issues, addressing hardware issues, and more. You might even include fields for noting asset ID numbers to assist with asset management efforts, and make a note for internal teams to assess whether or not a loaner device must be issued.

Inspection Work Order Template

Inspection Work Order Templates can be created on an as-needed basis, or generated automatically as per local and national inspection requirements for a range of equipment, including HVAC, plumbing, indoor facilities, outdoor facilities, emergency alert systems (fire, weather), and so on.

For example, the system may automatically generate a work order when it’s time for annual outdoor facilities inspections. The scope of the work order may include a playground inspection checklist, and can be assigned automatically by the system or assigned by the facilities manager.

Inspection work order templates can also be generated by facilities staff, as needed.

Upcoming Event Work Order Template

The event work order is intended to request IT, custodial, and/or maintenance team assistance in the planning, setup, and tear down related to planned events.

Using this Upcoming Event Work Order Template, users can request assistance with reserving and unlocking rooms, setting up furniture, delivering and hooking up A/V equipment, cleaning up, and more. Work orders can be automatically dispersed to different teams (facilities and IT) to ensure that both teams are alerted to the order at one time.

Event work orders can be more complicated than other work order types, and may require ample space in the scope of work area of the form to record details. Typically, only teachers and administrators generate these work orders.

How To Customize Work Order Form Templates

The templates suggested above provide the basic essentials, but using a CMMS can give schools ways to tweak work orders and ensure a more streamlined system from start to finish. Some suggestions for ways that your work orders might be tweaked:

Add Additional Fields

Adding additional fields makes it easy for schools to customize work orders to suit their own needs. Any of the templates above can be modified to include additional details such as:

  • Campus Number or Building ID: Useful for districts with several schools, campuses, or buildings spread across a large area.
  • Secondary Contact Person Details: Designating multiple people who should be kept up to date on the work order status.
  • Organization Name: Allowing clubs or organizations, which may have more than one leader, or may meet in more than one area, to “own” a work order request.
  • Maintenance Team Notes: Allowing internal teams to log specific details that they’ll need to expedite work completion.

By using a customizable platform that allows work order templates, you can ensure your users are able to provide all the details that they wish, while granting your technicians the information they need to do their jobs.

Set Up Automatic Actions

Automatic actions make ticketing systems more efficient. They can be used in a variety of ways, including creating work orders on a schedule, for inspection and maintenance of various systems. Automatic actions can also help route work orders to the appropriate individuals without requiring a human to route the work orders themselves.

Finally, these actions can auto-populate certain fields with information required to fulfill the work order. For example, when an “Asset ID Number” is filled out, this can automatically pull relevant asset history/data into the work order for the maintenance team to review prior to beginning work on the current issue.

Setting Up Work Ticket Templates in Your CMMS

Using a CMMS/facilities management software tool to create, use, manage, and update work orders helps facility managers in K-12 institutions stay organized. Incident IQ makes it possible to create user-friendly work ticket templates that provide a ton of useful information to facilities team members. Incident IQ offers real-time ticketing for fast response and record-keeping. We’re your partner for asset management and work order templates in K-12 settings.

Schedule a demo to see how Incident IQ can make work order and project management easier than ever.