A Work Order is an authoritative document that instructs the production team to manufacture a specific quantity of a particular product, providing all the information needed to complete the job including what to make, how many, which materials to use, what operations to perform, and by when it must be completed. Work orders serve as the primary mechanism for translating production plans into executable shop floor activities, creating accountability and enabling tracking of materials, labour, and costs against specific production jobs.
A typical work order contains essential information structured to guide production efficiently. The header includes a unique work order number for tracking, the part number and description of what’s being manufactured, the quantity to produce, and planned start and completion dates. The work order references the bill of materials (BOM), listing all components and raw materials required with quantities, and the routing or operation sequence, detailing each production step with setup times, run times, and the work centre where each operation occurs. Many work orders also include drawings, specifications, quality inspection requirements, and special instructions for handling or processing.
Work orders flow through several states during their lifecycle. They begin as planned or proposed when production planning generates them based on customer orders, forecasts, or inventory replenishment needs. Once materials are available and capacity exists, work orders are released to the shop floor, authorising production to begin. As work progresses, operators record completions against the work order, reporting quantities produced, scrap, labour hours consumed, and materials used. When the required quantity is completed and quality inspection passes, the work order closes, triggering inventory receipt of finished goods and final cost accounting.
Different types of work orders serve different manufacturing scenarios. Standard or discrete work orders produce a defined quantity of a specific product, typical in make-to-order or batch manufacturing. Repetitive work orders remain open over extended periods for products manufactured continuously or in regular production runs, with workers reporting completions against the same work order number repeatedly. Rework orders authorise correcting defective products, typically referencing the original work order and tracking additional costs separately. Maintenance work orders (technically for equipment rather than products) follow similar structures to authorise and track maintenance activities.
For manufacturers, work orders provide essential control and visibility. They authorise material consumption, preventing unauthorised usage and enabling inventory accuracy. They create cost collection points, allowing actual costs (materials, labour, overhead) to be accumulated and compared against standards to identify variances. Work order status visibility shows what’s in production, where it is in the process, and whether it’s on schedule, enabling proactive management rather than reactive firefighting. Historical work order data supports continuous improvement by revealing which jobs ran efficiently and which encountered problems.
Modern manufacturing execution systems (MES) and ERP systems have digitised work order management. Digital work orders accessible on shop floor tablets or terminals eliminate paper travellers that get lost or damaged. Real-time data collection automatically updates work order status as operations complete. Integration with scheduling systems allows dynamic priority management when rush orders arrive or problems occur. Mobile barcode scanning ensures materials are issued to correct work orders and labour is charged accurately. Some advanced systems even incorporate visual work instructions, video tutorials, and digital checklists directly into the work order, ensuring operators have everything needed to complete jobs correctly the first time. This digital transformation of work order management reduces administrative overhead, improves data accuracy, and provides the real-time visibility modern manufacturing demands.
