Work Flows
Design, customize, and optimize work order processes that guide your team through consistent, efficient facility management procedures.
What are Workflows?
Workflows are structured sequences of steps that guide work orders through your organization's specific processes. They ensure consistency, accountability, and efficiency by defining exactly what happens at each stage of a work order's lifecycle.
Key Workflow Components
Status Stages
Define the different states a work order moves through (e.g., Submitted, Reviewed, Assigned, In Progress, Completed, Closed)
Role Assignments
Specify which roles can perform actions at each stage (Managers approve, Technicians execute, Requesters provide feedback)
Conditional Logic
Set up branching paths based on priority, type, cost, or other criteria to route work orders appropriately
Enterprise Advantage: Custom workflows ensure compliance with your organization's policies, regulatory requirements, and quality standards while maintaining operational efficiency.
Workflow Design Process
- 1Map Current Processes: Document your existing work order procedures, approval chains, and decision points
- 2Identify Stakeholders: List all roles involved in work order processing and their responsibilities
- 3Define Status Transitions: Create logical flow between work order states with clear criteria for advancement
- 4Set Approval Gates: Configure required approvals for high-cost items, safety-critical work, or executive areas
- 5Test & Iterate: Pilot the workflow with a small team and refine based on real-world usage
Common Workflow Templates
Standard Work Order
Path: Submitted → Reviewed → Assigned → In Progress → Completed → Closed
Best for routine maintenance, minor repairs, and general facility requests
Emergency Work Order
Path: Submitted → Auto-Assigned → In Progress → Completed → Management Review
Bypasses normal approval for critical safety or operational issues
Capital Project
Path: Submitted → Budget Review → Executive Approval → Procurement → Execution → Completion Audit
Multi-stage approval process for high-value projects and major renovations
Workflow Analytics & Monitoring
- • Cycle Time Analysis: Track average time spent in each workflow stage
- • Bottleneck Identification: Spot stages where work orders frequently stall
- • Approval Metrics: Monitor approval times and rejection rates
- • Resource Utilization: Analyze workload distribution across team members
- • Compliance Tracking: Ensure all required steps are followed consistently
Workflow Optimization Strategies
Parallel Processing
Enable multiple approvals or tasks to occur simultaneously rather than sequentially to reduce overall cycle time.
Conditional Routing
Use smart routing based on work order attributes to bypass unnecessary steps for simple requests.
Automated Escalation
Set up automatic escalation for overdue approvals or stalled work orders to maintain momentum.
Advanced Workflow Features
- • Dynamic Assignment: Automatically assign work based on technician skills, location, and availability
- • Budget Integration: Route high-cost work orders through financial approval workflows
- • Vendor Coordination: Include external contractors in workflow processes with limited access
- • Mobile Optimization: Ensure workflows function seamlessly on mobile devices for field technicians
- • Integration Hooks: Connect workflow stages to external systems for data synchronization
Continuous Improvement: Review workflow performance monthly and gather feedback from users to identify optimization opportunities and process refinements.
Need help designing custom workflows?
Our workflow specialists can help you map your processes and create efficient, compliant workflows tailored to your organization.