This guide will discuss everything you need to know about work instructions: what they are, how they can benefit your organization, and how to use them for streamlining processes and tasks.
Published 20 Feb 2023
| By Kevin Gausch, Leizel Estrellas
A work instruction provides a set of guidelines and best practices that employees must follow when performing work processes to achieve desired results. This document helps ensure that tasks and activities are completed consistently and efficiently and maintain the quality of work throughout the entire operations. It can be used across various functions and industries, such as healthcare, construction, manufacturing, hospitality, and retail.
Work instructions are vital in an organization’s operations for various reasons. For one, they’re key to standardizing work processes in all business areas. Departments with repetitive tasks can significantly benefit from this tool, as it ensures everyone follows the same procedures.
Moreover, work instructions help improve workplace productivity. Through clear and detailed directions, employees can accurately and efficiently carry out tasks without having to guess or make assumptions about the next steps. And when everyone completes their jobs correctly, it flows to the rest of the business, creating a positive domino effect in the overall operations.
Lastly, this document serves as an aid in promoting safety in the workplace. It outlines specific steps on how to complete tasks safely, making it instrumental in reducing the risk of accidents and injuries on the field.
The format of a work instruction may depend on the type of task and the environment in which it’s being performed. Its most common types include:
Written instructions are the most common type of work instructions. They provide a detailed step-by-step guide on accomplishing a task or process, making them suitable for any work environment. For instance, office settings can use this tool to instruct new employees on their day-to-day activities.
On the other hand, visual instructions explain procedures in a clear and concise manner using diagrams, pictures, videos, and other visual tools. This makes them ideal for tasks that need to be completed quickly and accurately, such as manufacturing and assembly processes.
Here’s a quick guide on writing work instructions for your business processes and procedures:
If you’re creating work instructions for multiple tasks, ready-made templates are a great tool to simplify this process. Check our collection of work instruction templates for further details.
Eliminate manual tasks and streamline your operations.
Once you have created your work instruction, the next step is to put it into practice. Here are a few tips to help you maximize the use of this tool in your business activities:
Effectively implementing work instructions starts with clear and concise communication. First, relevant parties should be aware of the same information and understand the same processes. Changes to work instructions should also be relayed to everyone who uses them, supervisors, and other personnel affected by these changes.
Regular communication with employees helps ensure that every person is on the same page when carrying out procedures and that the work instruction is being used correctly.
One of the best ways to retain information about using work instructions is through training. This initiative will allow employees to understand how these instructions work and better use them in their daily jobs. Managers can utilize whichever training method works best for their work setup—whether through printed materials, in-person training sessions, or online learning tools.
Part of implementing work instructions is monitoring their use and effectiveness in actual work settings. This ensures that the instructions are being followed as intended. There are many ways to do this, such as employee observations and regular audits.
When observing employees, take note of any areas where the instruction is not being done correctly. If any discrepancies are found, it’s best to take corrective actions to ensure that the procedure is carried out properly in the future. Some examples include additional employee training and revisions to the work instructions.
Standard work is the foundation of continuous improvement. If everyone performs a task the same way, a single improvement makes everyone’s job better. For this to happen, one of the things to look into is the insights of the people who do the work.
User feedback is crucial to gauge the effectiveness of your work instructions. After all, they’re the ones who are putting things into practice.
Creating a feedback loop empowers employees to give their input on which areas to improve or update based on how things work on their end. In return, companies can leverage the insights gathered from the field to explore various opportunities for optimizing current processes.
Contrary to popular belief, work instructions aren’t static—they must be reviewed on a regular basis. The frequency should be based on the nature of the work instruction and the environment in which it is used. This ensures that employees receive relevant and accurate information anchored on the latest best practices, allowing them to replicate these steps efficiently.
When updating work instructions, make sure to consider any changes that have occurred in the work setting or process since the last review (e.g., technology, regulations, policies). In addition to this, it’s best to ensure that the updated work instruction is tested and verified for accuracy and effectiveness before rolling them out to the workforce.
A standard operating procedure (SOP) provides information on what tasks are to be completed, who will carry them out, and when they should be done. On the other hand, a work instruction shows how to perform specific processes, often in a step-by-step format.
Work instructions are best written by experienced operators. Since they’re the ones who are actually doing the task or process, they will have a better grasp of how things work. Their level of experience places them in the best position to explain the best way to perform tasks.
Worker participation in the writing process is not only crucial for creating effective work instructions but also essential for securing employee buy-in.
Work instructions typically consist of the following components:
An effective work instruction should possess the following characteristics:
Work instructions are key to process efficiency and quality in any work setting, whether it’s a construction firm or a manufacturing facility. These detailed guidelines allow employees to carry out their day-to-day tasks with ease and accuracy in line with the company’s best practices and policies. However, writing them can take a lot of time, especially for those with multiple tasks.
Digital tools like SafetyCulture can simplify this process for process managers and operators. As the world’s leading operations platform, it allows them to do the following actions and more:
Kevin has a Lean and Six Sigma Black Belt from Villanova University and Certified Manager of Quality and Organizational Excellence through ASQ with a focus on the construction industry. Kevin has 13 years of Quality and Project Management experience in the utility contractor space, including; electric transmission, distribution and substation, gas distribution and pipeline, and telecommunications, both inside and outside plant. 16 years of construction experience overall.
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