Let’s be honest. No one dreams of paperwork when they sign up to run a highway crew. But a good, simple work order can save a road supervisor from all kinds of headaches later on. Whether it’s a routine pothole patch or a full-day ditching job, having the right info on a work order helps with planning, accountability, and recordkeeping.
Here’s a breakdown of what you should include, and why it’s worth the extra few minutes to fill it out right.
Date and Time
Include the date the work is scheduled, the time it starts, and (if known) the estimated duration. This helps with crew assignments, overtime tracking, and looking back to see what happened on any given day.
Job Location
Be specific. Use road names, intersections, house numbers, or utility poles. Whatever helps someone unfamiliar with the area find the site. GPS coordinates are even better if you’ve got the tools for it.
Type of Work
Keep it short and clear. Examples:
- Pothole repair
- Shoulder mowing
- Culvert replacement
- Crack sealing
- Sign installation
If you’re doing multiple tasks at one location, list them out so no steps get skipped.
Materials Needed
List materials the crew should bring or expect to use. That might include stone, asphalt, cold patch, seed, pipe, signage, or cones. This helps the garage prep loads ahead of time and avoids wasted trips back for forgotten items.
Equipment Needed
Same idea. Note what equipment is expected to be used. Loader? Roller? Brush hog? Flagging setup? If something needs to be moved between barns or borrowed from another department, this gives you time to coordinate.
Crew Assigned
Write down the names of the employees expected on the job. You can always adjust in the morning, but this helps with timekeeping and accountability.
Supervisor or Contact
If you’re not going to be on site, list the lead worker or foreman who’ll be in charge. Make sure they know it. Include a cell number if the crew might need to reach someone for decisions.
Notes or Special Instructions
Add anything out of the ordinary. Watch for low wires. Be mindful of a sensitive neighbor. Coordinate with the utility company. Avoid school bus times. These little details can make a big difference.
Why Bother?
Because memories fade. Because jobs get interrupted. Because you might get a call six months from now asking, “When did we dig up that pipe?” If you have a tidy little folder or digital record of work orders, you’ll look like a genius.
It doesn’t need to be complicated. A clipboard with a fill-in-the-blank sheet works great. Better yet, if you’re using software, make sure it allows field crews to view and complete work orders easily.
A good work order is like a pre-game plan. It sets your crew up for success, keeps the office in the loop, and covers your tail when questions pop up. It’s five minutes well spent.
Simple highway department asset management solutions, such as Roadwurx, allow you to easily create, update, and print work orders for your crews.