Work order log spreadsheet: columns and when to stop
A spreadsheet is a fine first work order system. It’s free, everyone knows how to use it, and it gives you a list you can sort and filter. Here’s a layout that works, and the point where it starts costing more time than it saves.
Columns to use
| Column | Notes |
|---|---|
| WO # | Increasing number. Never reuse one. |
| Date opened | Use a real date format so you can sort. |
| Requested by | Name and how to reach them. |
| Location | Building and unit or room. |
| Description | One line. Details go in a notes column. |
| Priority | A dropdown (data validation): Low, Normal, High, Urgent. |
| Assigned to | A dropdown of your crew. |
| Due | Date. |
| Status | A dropdown: Open, In progress, Done. |
| Date closed | Fill in when status becomes Done. |
| Work done / notes | What was found and done, parts and time. |
Add a filter on Status and conditional formatting to turn the row red when Due is before today and Status isn’t Done.
Signs you’ve outgrown it
- Techs don’t update it from the field. Spreadsheets are painful on a phone, so updates wait until someone is back at a desk, or never happen.
- Photos live somewhere else. The picture of the damage is in someone’s camera roll, not with the order.
- Nobody knows they were assigned something. A new row doesn’t notify anyone.
- Requests still come by text and phone, so someone has to retype them.
- Two people edit at once and a row gets overwritten.
If two or more of those sound familiar, a simple work order app pays for itself in saved trips and phone calls. Keep it as simple as your spreadsheet was: the same columns, plus notifications, photos and a request link.
MaintenanceRequestDesk is simple work order software for crews of 2 to 15: assign jobs, take requests through a link, add photos from the job, print any order. Free for 2 people.