Committee Operating Procedures

You Issue a Lot of Work Orders; This Will Make it Easier

Simplify issuing quotes and work orders with our SOP for strata managers. Avoid common pitfalls, streamline your process, and reduce WHS liability with practical solutions and best practices.

By
Michael Teys
on
January 10, 2025
Category:
Governance

With an estimated $6.9 billion in callout jobs for strata in Australia each year, strata managers spend a lot of time issuing quotes and work orders (City Futures Research Centre UNSW 2022). 

Also, a strata manager was fined a substantial sum this year, for a breach of work health and safety. A work order was not marked urgent and didn’t include directions to make the site safe. 

Our Standard Operating Procedure for Requesting Quotes and Issuing Work Orders will help you do this work efficiently, consistently, and reduce the risk of WHS liability.

Here’s an extract from our SOP for issuing quote requests and work orders. It features two of the eight sections of the SOP – a description of the task, and common roadblocks and solutions. 

Issuing Work Orders

1. What is the task?

This operating procedure is for issuing quote requests and work orders for maintenance and repairs. A quote request seeks quotes from several parties for the supply of goods or services. A work order authorises contractors and suppliers to complete a task. A work order is issued to one party. This is usually after a quote request has been sent to several parties. A decision has then been made about which contractor or supplier to appoint. A purchase order is the same as a work order.

This procedure details how and why we do this. It covers the outcomes for us and our owners corporations.

8. What are the common roadblocks to issuing work orders?

  • Work order and quote request software is difficult to use.
    Solution: [if appropriate - use our work order management system and not our strata management software for this task].
  • Managers are unsure exactly who must do what work.
    Solution: Speak with a colleague or other professional before issuing a quote request or work order. Don’t pretend or hope for the best to get the task off your list.
  • Owners corporations want to use their preferred providers and engage directly with them.
    Solution: This is their right. But you should alert your superior. Suggest writing to disclaim all liability for the transaction.

Some of these roadblocks, and the solutions, might seem obvious. But, in the busy day-to-day running of a strata management business, it can be easy to put off the work solutions…. until tomorrow. Then you are under pressure, working late to get them out at the last minute, and you are more likely to make a mistake. 

Our Operating Procedures, and solutions to roadblocks aim to help you. They should give you more time today, so you don’t have to put things off until tomorrow.

If you would like to learn more about our Complete Standard Operating Procedures System, book a free 30-minute call with me to discuss your needs. 

Tags:
No items found.
Michael Teys

Michael Teys is the Founder and Chairman of The Strata Professionals Australia. He brings together more than 30 years of specialist strata law practice, a decade of strata business ownership, and an active programme of academic research into multi-owned property governance.