This article is intended for IT managers in small and medium-sized businesses. Assigning tasks and work orders is useful wherever you need to have work under control, for example for:
- Repairs, replacements and maintenance of your hardware
- Updates and maintenance of software, applications, or databases
- Software Updates and Patches
- Network Configuration and Management:
- User Support and Troubleshooting
- Data Backup and Recovery
Submitting an IT Management Work Order
To create work orders for IT maintenance, use one of your inventories where you keep track of your company's IT equipment and use the task management functions within it. Below are detailed instructions on how to set up and manage work orders for maintenance.
How to create an IT Maintenance Work Order
- Select an inventory: Choose the inventory where you have IT equipment or devices that require the necessary action recorded.
- Select a specific device: Select the device for which you want to create a work order. Aptien automatically loads all related information.
- Go to the "Tasks" tab
- Click "Create New Task" to create a work order using the task function
Entering Work Order Details
- Assigning Responsible Person: Select the technician who will perform the maintenance. If the maintenance is performed by an external supplier, add them.
- Work Task Name: Enter a clear name for the work order, e.g. "Hard Drive Replacement", "Router Configuration Change", "Computer Reinstallation". Since the task is linked to a specific IT device, it is not necessary to include its designation in the name.
- Task Description: Provide a detailed description of the maintenance intervention. Specify the necessary materials, spare parts, or tools.
- Completion Date: Set the date by which the work order must be completed so that maintenance is performed on time.
Tracking Work Order Completion
- Status Updates: Once a work order is created, track its progress in real-time. Use the task management features in Aptien to update the work order status.
- Checklists (coming soon): You can create checklists for specific maintenance steps and mark them as complete.
- Attachments: Add photos, videos, or documents to capture before and after snapshots, status reports, or maintenance records.
- Group Chat: Use group chat for precise instructions or other information, feedback, or notes.
- Automatic Notifications: Aptien can send notifications to relevant team members when a work order is closed and automatically update the equipment maintenance history.
Reviewing Results and Approving Work Completion
- Verification of Completion: After the task is completed, verify that the equipment is functioning as expected. Include any test results, performance checks, or adjustments made.
- Feedback and Notes: Technicians can add feedback, notes, or recommendations for future maintenance.
Closing and Archiving the Work Order
- Final Approval: Once the work is complete and verified, close the work order in the system. You can archive the details for future reference, including hours worked, parts used, and a description of the task.
By leveraging these features in Aptien, you can streamline the creation, tracking, and completion of equipment maintenance work orders. This helps reduce downtime, ensure accountability, and improve overall IT equipment management for your business.