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Work Instruction Templates

Avoid the hassle of distributing paper-based work instructions through a mobile app solution

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Published September 7th, 2020

What is a Work Instruction Template?

A work instruction template is a tool used to demonstrate specific, sequential, and detailed information on who, what, when, and how a certain task is going to perform. It provides guidance that is ideal for newly hired employees to quickly get involved in the workforce and production back up. It helps reduce the likelihood of risks and errors when executing work processes.

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Importance of a Work Instruction Template

A work instruction template is essential to businesses across industries. It helps project owners, supervisors, or trainers to handover instructions and scope of work to their respective teams. It guides the team in performing certain tasks including the step by step processes, project requirements, tools, materials to be used, and other policies that will help them perform their task accurately. It also helps boost employee efficiency and productivity.

How to Write Work Instruction

Writing work instruction is crucial as it is one of the foundations of a project. The person who will create work instructions should be well informed, trained, and oriented about the subject matter. A work instruction should be easy to comprehend, clear, and precise for every team member or stakeholder who will read and understand it as their reference. Here are steps on how to write work instructions.

Provide General Information

Gather all the necessary information prior to constructing the work instruction including the high-level procedures, policies, and task dependencies. It is important to provide the context of the project or task assigned. Give an overview of the purpose of the job and identify the project or task owners.

Present a Step by Step Procedure

State a clear and simple step by step details of the project. It should be easy to understand and can be followed immediately to ensure that every action is carried out by the task owners. It should also include the materials, references, or visuals to support the work instructions.

Validate the Task

Work instructions should be written by subject matter experts (SMEs) to ensure that every detail of the instruction was accurate and within the scope of work.

Keep it Simple

Work instructions should be user-friendly and formatted for easy reading. It should be in sequential order and refrain from using complex words such as jargon, acronyms, and technical terms that can’t be understood by the intended user. Use appropriate language and keep the work instructions short and concise.

Test the Work Instruction

Test the work instruction and let a colleague follow the steps. Identify if there are confusion or unclear instructions that would lead to improper processing of the task. This would help to immediately correct the work instruction template prior to dissemination to the task owners.

Keep Work Instruction Documented

Record the work instruction and distribute it out to task owners. Ensure task owners read and validate it prior to task execution. Review the work instruction on a regular basis and update it if necessary. Save it where anyone who may need the work instruction can access it.

Advantages of Using a Standardized Work Instruction Template with iAuditor

Traditional work instruction templates printed on paper take up plenty of space, are susceptible to damage and loss. The hassle of unorganized documents, repetitive works, and inconvenient handover of work instructions can be avoided using iAuditor by SafetyCulture. It provides project managers, trainers, and supervisors with the resources to customize, create, and distribute work instructions—all in one easy-to-use mobile app. With iAuditor, they can:

  • download ready-to-use work instruction templates and access it through your iOS or Android mobile device anytime, anywhere even while offline;
  • take, annotate, and attach photos of work instructions for easy reference;
  • easily access and share work inspection templates to any member of the organization;
  • verify employee understanding of work instructions with a digital signature; and
  • enjoy unlimited cloud storage for data safekeeping and easy access.

Author

Jona Tarlengco

SafetyCulture staff writer

Jona has been part of SafetyCulture for more than 2 years contributing her experience in writing quality and well-researched content. She usually writes a topic about risks, safety, and quality.