In a production environment, it is essential that all tasks are performed correctly to avoid waste, safety issues, and quality differences. To achieve this, work instructions are used. To continuously improve the production process, these must be effective work instructions. What can work instructions be used for, how do you create good work instructions, and what step-by-step plan can you follow? You will read all about it in this blog.
What are work instructions?
You can think of work instructions as clear, step-by-step descriptions. These descriptions explain how a specific task should be performed. This may include safety measures that need to be taken before performing the task, but also the order of steps to be followed and the correct way to complete a specific task. Often, work instructions also contain information about required materials, tools, safety precautions, and checkpoints. Creating a work instruction is often not the endpoint. Work instructions are usually part of a larger quality system. Depending on the type of work instruction, you can choose written, digital, or visual descriptions.
When to use work instructions?
Work instructions are indispensable in any production environment. They are used to ensure consistency, quality, and safety on the shop floor for all parties involved. You create a work instruction to make sure employees have the correct information at hand to perform tasks correctly and efficiently. Especially for complex tasks or tasks that involve a higher risk, work instructions are essential. Work instructions can be provided at different times, for example, during the onboarding of a new employee or when a change occurs in a production process. However, you may also choose to always and everywhere make work instructions available on the shop floor, possibly with visual explanations.
What should good work instructions include?
Good work instructions must be clear, concise, and understandable for the people who need to follow them. They describe the task step by step and in a logical order. Additionally, simple language should be used, and the instructions can be supplemented with images or symbols to make them clearer. By aligning the instructions with the knowledge and experience level of the employees, confusion can be avoided. Good work instructions leave no room for interpretation. Therefore, it is important that they are specific, measurable, and up-to-date. Are there changes in processes? Then there is a good chance that the work instructions need to be adjusted. Furthermore, safety and quality aspects should be explicitly stated in all instructions. Do not forget that good work instructions are easily accessible for employees and can always be consulted quickly.
Are there legal requirements for work instructions?
Creating a work instruction goes beyond just describing the task. Especially in the areas of occupational safety and health, there may be legal requirements attached to the work instructions. According to the Occupational Health and Safety Act, employers must ensure safe and healthy working conditions. Work instructions are an indispensable tool for this. For some tasks, such as working with hazardous substances, machinery, or in risky environments, specific instructions are even mandatory. Although the law does not prescribe a fixed format, work instructions must meet the employer’s general duty of care and can be requested during audits or accidents by the inspection.
Step-by-step guide for writing a work instruction
Providing an example of a work instruction can be challenging. Every production environment works with its own processes, tasks, and instructions. However, it is always useful to follow a step-by-step plan to arrive at a complete and effective work instruction.
Define the purpose of the instruction
Before you start writing, it is important to have a clear goal for the work instruction. What should the employee be able to do after following the instruction? Is it about learning a new task, improving quality, or increasing safety? Focusing on this will automatically generate more content for the instruction. Also, consider the user: Experienced employees need different information than new hires.
Draft the work instruction
Start by writing down the steps in a logical order. Use short, clear sentences and avoid jargon where possible. Indicate which materials, resources, or preparations are needed. Also mention any safety regulations or checkpoints. Write the instructions as ‘actions.’ Create a clear overview by numbering the steps and have a colleague review the instructions to eliminate any ambiguities.
Create a visual aid
A visual aid, such as a photo, icon, diagram, or short video, enhances the understanding of the work instruction. Not everyone learns well from text alone, so visual support helps process information more quickly and accurately. Visuals make complex actions more comprehensible and reduce the chance of errors. Make sure the visuals are simple, recognizable, and directly applicable. Use colours, arrows, or numbers to make certain steps more noticeable.
Test the work instruction
Let someone who is not (fully) familiar with the task follow the instruction and observe the process. Watch for any ambiguities, skipped steps, or possible errors. Afterwards, ask for feedback: Which descriptions were clear, and where were there still doubts? Based on these findings, you can adjust and improve the work instructions as necessary. This ensures that the instructions work correctly in practice and prevent unnecessary errors and delays.
Implement the work instruction
After testing and adjusting, you can implement the work instruction. Inform employees about the new or updated instruction and ensure they know where to find it. Provide a brief explanation or training, especially if the task or method is new. Place the instruction in an accessible location, such as a digital system or physically at the workplace. Good implementation and communication are half the battle!
Monitor the work instruction and request feedback
By actively listening to experiences, you can improve and keep the instructions up-to-date. This not only promotes work quality but also employee engagement. You really bring the work instructions to life on the shop floor by asking questions. Do the instructions work in practice? Are there any unnecessary or missing steps in the instructions?
Create and digitize work instructions with EZ-GO
We have mentioned it several times: The availability, digitization, and clarity of work instructions are the most important factors. With EZ-GO, we provide a work instruction example for your production environment. We can demonstrate how work instructions are always and everywhere available online for all involved employees. We would also like to explain the possibility of adding visuals to your work instructions. Would you like to create digital work instructions for your organization? Feel free to contact us.