Work Orders: Why Documentation Matters

 Hi. On this topic we're gonna be talking about work orders and documentation. As you may know we're always doing works and there's a lot of work orders that need to be done on ongoing basis, but not more than ever. It is extremely crucial that we keep records for documentation purposes. And I know that sometimes there be people that do not feel so comfortable with technology, but a picture, for example, will be a crucial.

Proof that can help in a situation where people complaining about a work order. Help a lot. Make sure we resolve that matter. I know sometimes, for example, in my case, some of my maintenance technicians are outstanding and doing their work, but sometimes they don't feel comfortable. Perhaps in one case.

In some cases the language barrier, they may speak a different language. Okay? So that could be a little bit of a challenge. They don't feel comfortable writing it down in a work order. I use property management software, but I know sometimes there could be limitations on the language of people don't feel uncomfortable what to write.

But I can tell you one thing. Do my recommendation, like I tell my maintenance people sometimes that don't speak fluent spa English, it's a second language is to go ahead and the picture before and after. If you hold, if you use software for property management software in the work order, you are able to put pictures and as simple as saying complete, but having the pictures of before and after having it there and having it from different angles, if you can.

How have you found the look, the situation? What piece did you replace, for example, faucet in the bathroom sink. Come in, that it was leaking, it was broken, it was loose, it was old, whatever. So you go ahead and remove it. Okay? So you look at the situation where it was leaking, you remove it, that it's, and it is no longer there.

That it's completely being replaced. You take a picture of the new faucet being installed. You put also on the bottom of you change the angle, stops in the water lines as well, depending on what you're doing. Take picture and then you take a complete picture where it shows everything being done.

So try to do the process before. What you did and what you replaced the part that you did, and also at the end, the final product. And go ahead and put those in those work orders. Go ahead and put them there. Those are gonna be the key. Elements of the documentation to make sure that moving forward you have a backup.

And when there is a complaint or some type of issue about whether the work was done or not, you have proof. So remember, take advantage of technology and maybe sometimes the people are uncomfortable using technology, but it could be a simple as just taking pictures, the before and after, because that tells you everything.

Work orders nowadays more than ever, needs to be done that way. Everybody uses a cell phone. Even grandmothers have Facebook accounts now. So I think everybody should be comfortable enough to try and use technology to help them because the purpose of technology, if it's used wisely, is that it helps you and facilitates your work better.

Remember, work orders, documentation. Always before and after pictures and make sure that you do everything you're supposed to do. And if with that you're gonna be having an effective way of showing your work that you perform. Okay, I hope that helps you keep it up and see you next time.