In many factories, the terms process, procedure, and work instruction are used interchangeably. This is somewhat understandable, as all these terms relate to the way specific work should be carried out. Nevertheless, there is an important difference between a process and a procedure, as well as a clear difference between a procedure and a work instruction. To properly understand how all these concepts differ from one another and to prevent mistakes, we explain the differences once and for all in this blog.
What is the difference between a process and a procedure?
To properly understand the distinction, we start with the term that represents the highest level: the process. A process describes what happens in order to achieve a specific goal. The focus is on the main lines, such as the path from raw material to finished product or from customer demand to delivery. Processes show the sequence of activities and illustrate how different departments or responsibilities are connected. This creates an overview of the entire chain. And this is exactly where the difference between a process and a procedure arises.
A procedure operates one level deeper. While a process mainly indicates which steps are required, a procedure describes how these steps should generally be carried out. This may involve responsibilities, as well as criteria and standards for executing the steps. In general, procedures are intended to ensure consistent and safe execution. In other words:
A process = an overview of activities, explained at a high level.
A procedure = a description of how these steps should be carried out.
How do you distinguish a process from a work instruction?
In addition to processes and procedures, there are also work instructions. These go one level deeper than procedures and describe in detail how an action must be carried out. To provide support, work instructions may include step-by-step plans, photos, videos, or checklists. Work instructions are particularly important for employees who are daily responsible for executing procedures. The difference between a procedure and a work instruction therefore lies in the level of detail and the (visual) support for execution. You could represent the difference between a process and a procedure, followed by the difference between a procedure and a work instruction, as follows:
Process → Procedure → Work Instruction
What is the difference between procedures and processes in practice?
In theory, the difference between a process and a procedure seems fairly straightforward. To translate this clarity into practice, we provide three practical examples in which the difference between ‘process and procedure / procedure and work instruction’ becomes clearly visible.
Example 1: Starting up a production line
Process: Preparing the production line, starting it up, producing, inspecting, and shutting it down.
Procedure: The sequence in which the line is started, which safety checks must be carried out, and which role holds responsibility.
Work instructions: Specific actions such as ‘Check whether sensor X is clean’ ‘Turn valve Y to position 3’, or ‘Attach component Z according to the photo’.
Example 2: Quality control
Process: Periodic inspection of product quality.
Procedure: Description of which parameters must be checked and how often this occurs.
Work instructions: Exact explanations of the measuring instrument, the correct settings, and how the results must be recorded in the system.
Example 3: Maintenance activities
Process: Preventive and corrective maintenance.
Procedure: Who performs the maintenance, within which time intervals work is carried out, and which safety rules apply.
Work instructions: Specify which parts must be lubricated, how a filter is replaced, and which torque values must be applied.
In these examples, it is clear that processes provide direction, procedures offer structure, and work instructions enable actual execution. If one of these levels is missing, errors, variations in execution, or inefficient working situations are more likely to occur.
Questions about processes or instructions within your factory?
We hope that the difference between a process and a procedure or work instruction is now clear once and for all. Optimizing processes, procedures, and work instructions can have a major impact on quality, safety, and efficiency. However, creating, managing, and digitizing them is a discipline in its own right. Do you have questions about how to best organize this within your factory or how to make work instructions clearer and more visual for operators? Feel free to contact EZ Factory. We are happy to think along with you about practical improvements and smart digital solutions for the shop floor.