Attention: All Maintenance Associates

As featured in the 11/15 E-Hour, review the importance of accurately recording work categories, and how to use our search tool to assist.

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Did you know that each year, Essex processes nearly 320,000 work orders? That’s an average of over 1,000 work orders per property! With this volume of work orders, it’s important to accurately assign work order categories and subcategories. 
 
Why are work order categories important?

• A better understanding of what work orders are being performed ensures that we provide appropriate training, equipment, and support for the maintenance team. Therefore, assigning accurate work order categories and subcategories is critical. 
• In the long run, this can translate into cost-savings and efficiency for the organization.

 
How do I know which category and subcategory to assign?

• Maintenance Work Order Category Search Tool. To support you in identifying the most appropriate work order category and subcategory, we’ve created the “Maintenance Work Order Category Search Tool,” a nifty Excel spreadsheet that allows you to search by keyword.
• This resource is located on Buzz under Property Operations > Maintenance > Resources > Work Order Category Search Tool

 Using the search tool.

1. Open the spreadsheet
2. In the highlighted field, type a relevant keyword and click “Enter.”
3. For example, type in “Plumbing” and you’ll see options such as “Plumbing – Bath Tub,” “Plumbing – Hose Bib,” and “Plumbing – No Hot Water.”
4. To perform another search, delete the text in the highlighted field and click “Enter.”

 
Do not leave category as blank.

• Ensure that all work orders are assigned a category and subcategory.
• If after typing in a keyword the results are blank, then the category does not exist. Delete the contents from the search field and try another keyword.
• If you believe that no appropriate category exists, please contact Director of Maintenance, Steven Steele to consider the addition.

 
“Other” and “Miscellaneous” Work Orders.

• “Other” Subcategory - Each category has the option of “Other” as a subcategory. For example, “Clog – Other,” “Appliance – Other,” etc. When you are in doubt as to the subcategory, please select the “Category - Other” option. If we see this option used frequently, it will indicate that additional subcategories may be needed.
• “Miscellaneous” Category - Due to software limitations, we had to provide a category “Miscellaneous – Other.” Please ignore this category and do not assign work orders to it. Again, if you believe that no appropriate category exists, please contact Director of Maintenance, Steven Steele to consider the addition.

 
Try it for yourself! Think of a possible work order, and try to find the correct category and subcategory using the search tool.

Questions?
Please contact Director of Maintenance, Steven Steele with any questions you may have.
 

Friday, November 10, 2017 - 11:05