Work orders in construction are effective tools for keeping a project running smoothly. They keep projects organized and everyone accountable while enhancing communication. But sometimes contractors can run into challenges that might hold up progress.

Here we’ll explain construction work orders and share tips on how to use them effectively.

What Is a Construction Work Order?

Contractors use work orders to ensure they and the client are on the same page about the details of each task — like what exactly needs to be done and how much it’ll cost. Think of work orders as formal documents that provide clear instructions for specific tasks in a construction project. They help keep everything organized and transparent. A complete construction work order should include these elements:

Work Order Number

A unique ID for easy tracking and referencing later.

Business and Contact Info

The contractor’s legal business name and contact details, plus the names and numbers of anyone else who can provide information about the task.

Task Description

A clear, detailed rundown of the work to be performed.

Location Details

A description of where the work will take place, whether a specific spot on-site or a piece of equipment.

Important Dates

The task's expected start and completion dates.

Materials List

The raw materials, tools, and equipment needed for the job.

Responsible Persons

Names and contact info of those responsible for ensuring the task gets done.

Signatures

The client and contractor should sign the document.

Creating a template or form for work orders can simplify the process and help you get complete information every time. Many construction management software programs come with a standard work order template or let you customize an existing form to fit your needs.

Why Work Orders Matter

Construction work orders streamline communication, keep everyone on track, and make sure nothing falls through the cracks. Let’s take a closer look at the benefits.

Added Clarity

Work orders give contractors a place to get clear on tasks with clients. Rather than playing telephone about project details and then arguing over the results later, work orders provide a space for contractors to confirm what the client wants and get formal approval for next steps.

Accountability

When a client and contractor sign a work order, it makes them accountable for the project’s outcome. If a client changes details later and then hesitates about any price changes, the contractor can refer to the work order to show what they originally agreed on. On the flip side, if the contractor doesn’t meet expectations, the client has a written record to back them up.

Improved Tracking

By creating a detailed document for each task, a contractor has a handy reference point for everything that needs to get done. Checking back on those work orders helps them see how the project is moving along compared to the schedule and track the overall progress. Digital work orders, created and organized within a cloud-based construction management platform, are more accessible and easier to reference than anything sitting on a personal computer, written in an email, or tucked in a file drawer.

How to Improve Work Order Processes

Work orders have to be handled consistently to be helpful. Contractors should have iron-clad processes for creating and tracking construction work orders on every project, including how and when to create them.

When a task needs to be assigned, contractors can use their template so they don’t forget critical details. Construction management technology can help contractors track updates, so they're notified when a client approves or alters a work order or has questions about its contents.

Once a work order gets the green light, the contractor should share it with everyone involved in the project. Using construction management software that allows individual user settings can ensure everyone who needs access can see the work order — and keeps it safe from anyone who shouldn’t be able to make changes.

By following a clear process for creating, sharing, and tracking work orders, contractors can better manage updates, handle any changes that come up, and keep an eye on how well the project is sticking to the budget and schedule. Quality assurance becomes part of the workflow since project teams can check off each task as the project moves along.

Technology can automate many parts of the work order process to help project managers work through each step and manage each work order effectively.

Common Mistakes to Avoid

Construction work orders can actually hinder a project if they fall prey to some of the most common user errors.

First, work orders have to be complete and detailed. Providing too little or incomplete information can create misunderstandings about the actual work, leading to rework, delays, and endless frustration. Work orders are only effective if they help improve communication and detail for everyone involved.

Second, work orders can halt site work if it takes too long to work through the details to approval. Automating notifications and reminders and using technology to quickly respond to requests for more information can improve the process.

Contractors should take advantage of available tech tools to create, track, and send work orders quickly and efficiently. These tools make it easier to answer questions and stay organized, saving time and hassle in the long run.

Unlocking Project Efficiency

When used the right way, a construction work order can provide more clarity, improve communication, and add more efficiency to construction projects. By sticking to established protocols for creating and tracking work orders — especially with the help of construction tech — contractors can get the most out of the process and play a big role in the project’s success.