Investigation of work order processing in different facilities: a questionnaire-based survey

• Published in: Facilities (Bradford, West Yorkshire, England) West Yorkshire, England), 2024-03, Vol.42 (5/6), p.504-523
• Main Authors: Ensafi, Mahnaz, Thabet, Walid, Besiktepe, Deniz
• Format: Article
• Language: English
• Subjects: Built environment; Costs; Criteria; Data collection; Decision making; Facilities management; Literature reviews; Maintenance management; Order processing; Pilot projects; Productivity; Questionnaires; Workloads
• ISSN: 0263-2772; 1758-7131; 0263-2772
• DOI: 10.1108/F-05-2023-0048

Purpose The aim of this paper was to study current practices in FM work order processing to support and improve decision-making. Processing and prioritizing work orders constitute a critical part of facilities and maintenance management practices given the large amount of work orders submitted daily. User-driven approaches (UDAs) are currently more prevalent for processing and prioritizing work orders but have challenges including inconsistency and subjectivity. Data-driven approaches can provide an advantage over user-driven ones in work-order processing; however, specific data requirements need to be identified to collect and process the functional data needed while achieving more consistent and accurate results. Design/methodology/approach This paper presents the findings of an online survey conducted with facility management (FM) experts who are directly or indirectly involved in processing work orders in building maintenance. Findings The findings reflect the current practices of 71 survey participants on data requirements, criteria selection, rankings, with current shortcomings and challenges in prioritizing work orders. In addition, differences between criteria and their ranking within participants’ experience, facility types and facility sizes are investigated. The findings of the study provide a snapshot of the current practices in FM work order processing, which aids in developing a comprehensive framework to support data-driven decision-making and address the challenges with UDAs. Originality/value Although previous studies have explored the use of selected criteria for processing and prioritizing work orders, this paper investigated a comprehensive list of criteria used by various facilities for processing work orders. Furthermore, previous studies are focused on the processing and prioritization stage, whereas this paper explored the data collected following the completion of the maintenance tasks and the benefits it can provide for processing future work orders. In addition, previous studies have focused on one specific stage of work order processing, whereas this paper investigated the common data between different stages of work order processing for enhanced FM.