A report identifies something to investigate
The reporter provides the equipment, symptoms and circumstances. They do not need to know the cause or full repair scope. Several observations may concern the same issue, which makes checking existing open cases worthwhile.
Keep the original observation available even if verification shows that the necessary action differs from the initial assumption.
A work order defines the intended work
This stage introduces scope, an assigned person, priority and agreed timing. One report may require several activities: investigation, parts preparation and the repair itself.
Separating the stages also clarifies responsibility. The reporter need not be the person deciding the scope or carrying out the work.
Completion should show the outcome
“Done” does not explain the action taken or what remains unresolved. Record the work, parts used, result and any next step.
For a maintenance manager, this distinction separates incoming observations from the team's actual work commitments. CMMS organises reports and orders within equipment history. Closing a record does not replace the technical acceptance and return-to-service procedures required for the machine.