Inhaltsübersicht
- 1 Create work instructions: Step-by-step instructions with template
- 2 The most important facts at a glance
- 3 What is a work instruction?
- 4 Advantages of work instructions
- 5 Requirements for creating a work instruction
- 6 Step-by-step instructions for creating a work instruction
- 7 Samples and templates for work instructions
- 8 Use of digital tools to create work instructions
- 9 Typical mistakes when creating work instructions and how to avoid them
- 10 Creating work instructions made easy: We can help!
- 11 Frequently asked questions
Create work instructions: Step-by-step instructions with template
Well-designed work instructions save time and money. In Industry 4.0, this applies more than ever, as technological progress has made work tasks more varied and, in some cases, more complex. Flexibility is required, both in internal communication and in the way processes are designed.
Many already create work instructions digitally, some use templates, others still record the work process on paper. However, the latter is a dying form of communicating necessary work steps.
Why it makes sense to create digital work instructions, how you can write such instructions for employees yourself step by step and where you can get help: Find out in the following article.
The most important facts at a glance
- Work instructions are indispensable tools for employers: they help to avoid errors, increase efficiency and optimize processes in all industries.
- Thorough analyses in advance and the involvement of experienced employees are important prerequisites for drawing up instructions.
- Digital work instructions can be created within minutes, can be updated at any time and also help to comply with legal requirements in processes.
What is a work instruction?
A work instruction is a specification for a specific process or activity. It provides precise information on the execution of a task.
The work instructions contain binding instructions and details for employees so that they can carry out certain tasks independently and without staff support.
The main purpose of work instructions is to minimize risks and sources of error by defining a uniform procedure. Digital work instructions in particular are an important tool in process optimization. They can be used to critically analyze and further develop the value creation process.
Incidentally, the work instruction should not be confused with the SOP, the Standard Operating Procedure: These instructions describe processes, including testing and documentation, in areas where official approvals are required. Sectors such as the pharmaceutical industry or aviation have SOPs: in contrast to work instructions, non-compliance with SOPs can also have legal consequences.
With a well-designed specification for recurring processes, you ensure the quality standard and contribute to guaranteeing general occupational safety.
Create work instructions: What should be included?
It’s not just the form that matters, but also the content. In order for your instructions to achieve the specified goal, you need the right information to carry them out.
First requirement: Step-by-step instructions must be clearly formulated. Describe individual steps in short, clear formulations, if they are in text form. Clear and binding language helps to avoid misunderstandings and make the instructions comprehensible for all employees.
The description of the work processes must be detailed enough to carry out the tasks correctly and to a high standard. At the same time, the structure should be uniform in order to increase the readability and acceptance of the instructions.
Use images, graphics and videos as supplementary elements. Make sure you take into account the knowledge of the workers carrying out the work: Use familiar technical vocabulary, avoid potentially confusing synonyms and offer a glossary for background information, for example.
Finally, the signature of the supervisor and the employer is necessary so that no organizational fault can be proven against the company. Forms for the documentation of inspections and maintenance work should be integrated to ensure quality assurance.
The w-questions: the basis of a complete work instruction
A catalog of guiding questions, often referred to as the w-questions, has proven useful for creating work instructions:
- What is the work instruction used for?
- Who is to carry out the activities for which the instruction is written?
- What exactly, which process should be completed?
- What should the process look like, what steps are planned?
- What should the activity be carried out with, which tools or aids?
- Where does the work take place?
- How many copies of a product are needed in production – or how often should the process be carried out?
- How long can the work take?
- What is the qualitative goal?
- What data should be documented?
- What feedback is needed and when?
It is possible that not all of these key questions are relevant to your processes or that certain aspects are missing – in any case, it is worth drawing up an individualized checklist in advance to create your own instructions.
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Advantages of work instructions
Work instructions offer numerous advantages that go far beyond mere instructions on how to perform tasks. First of all, they increase efficiency and productivity as employees can complete their tasks faster and with fewer interruptions. By standardizing procedures, the overall performance of the company is improved.
Another significant advantage is the support provided during onboarding. Work instructions provide new employees with clear guidance and act as a reference work. Sometimes without the help of human guidance, the work instructions ensure that a new team member finds their way around the workplace and can carry out specified tasks independently.
Last but not least, work instructions contribute to the fulfillment of legal and regulatory requirements. Employers are obliged to provide their employees with suitable instructions for safety-related work. The work instruction is important for quality assurance and also serves to prevent accidents.
By the way, you can save even more time if you create work instructions with the tepcon instructor: It allows you to create instructions for a wide range of activities in minutes with consistent quality. Find out more here.
Requirements for creating a work instruction
Before you start creating work instructions, a few important requirements should be met.
As a first step, you should analyze the current status of work processes and review existing instructions. This helps to identify potential for improvement and ensure that no occupational safety regulations are violated.
The actual process of creating a work instruction should be accompanied by at least one experienced employee who is familiar with the intended procedures.
Step-by-step instructions for creating a work instruction
Creating a work instruction can be a complex task, but with a clear step-by-step guide, the process becomes much easier.
The following subsections will guide you through the planning, creation, review and implementation of an efficient work instruction.
Planning
Planning is the first and perhaps most important step in creating a work instruction. Start with an as-is analysis to record the current status of the work processes and identify potential for improvement. The information collected should be evaluated to identify weaknesses and opportunities for optimization.
Clearly define the objective of the work instruction in order to design the structure and content in a targeted manner. Use the guiding questions or w-questions for structuring so that no details or work steps are forgotten.
Creation
The creation of work instructions requires precise and detailed descriptions of the individual work steps. Realistic time targets should be set without putting pressure on employees. Visualizations such as photos or colour codes can help to make complex instructions easier to understand.
Review and release
A work instruction becomes binding after it has been checked and approved by an authorized person. This review is necessary to ensure that the instruction complies with legal and operational requirements. Use your checklist to check whether the content of the instruction and the form are in order.
Then use the feedback from employees and make any necessary adjustments. This is the only way to ensure that the work instruction is actually practical and contributes to process optimization.
Implementation
Implementing the work instruction is the final step. Employees should be trained to ensure that they understand and can implement the contents of the work instruction. Regular feedback should be observed: This allows you to continually review the effectiveness of the instructions and identify areas for improvement. Consider the form once created as a living document: It can be optimized regularly whenever the work described changes or an activity has to be designed differently due to new machines or new processes, for example.
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Samples and templates for work instructions
Examples and templates for work instructions are extremely helpful to make the creation process easier. The best known, but perhaps a little too simple, is a Word template. Whether you opt for this or for a more comprehensive document: In any case, the template should contain certain information such as version number and validity date to ensure good traceability.
Additional elements such as images and multilingualism can increase the comprehensibility and applicability of the instructions. Written work instructions in the form of checklists save time and reduce frustration among employees. A uniform structure makes it easier to find information and ensures that everyone works according to the same system.
This is where conventional “paperwork” reaches its limits just as quickly as a pure Word document. This is why companies in all sectors now tend to work with special tools or suitable software.
Use of digital tools to create work instructions
Digital tools are playing an increasingly important role in the creation and management of work instructions. They enable information to be updated and distributed more quickly, which reduces errors and increases the quality of processes.
The tepcon instructor is an ideal solution for creating work instructions in the industry.
This means that any work instruction can be created in just a few minutes. In view of the rapidly advancing developments in technology, having your own software makes sense – especially when it can be adapted so comprehensively to every conceivable process flow.
Each instructor work instruction can be adapted to new data and optimized after successful execution, and each process is created specifically for the work of your production. Additional information, such as samples of your own product or specific properties, can be added and made accessible to employees at any time. Templates can be quickly adapted, new data inserted and improved samples stored for those carrying out the next task. The information is available from every workstation.
This allows you to remain flexible – and quickly deliver the perfectly adapted instructions for every activity!
Typical mistakes when creating work instructions and how to avoid them
A common mistake is the lack of traceable versioning, which can impair traceability. The tedious writing, formatting and updating without software can also lead to frustration. These problems can be avoided with the tepcon instructor.
Long-serving employees may have difficulties accepting standardized instructions. This problem can be countered with special training courses and information events, which we at tepcon also offer for your company. If you have any questions – we have the right answer here too!
Creating work instructions made easy: We can help!
It is worth investing time and resources in the creation of work instructions. They not only provide employees with clear guidance, but also contribute to the continuous improvement of work processes.
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