As a team leader or manager, enforcing organization in your business operations and to your employees is a highly essential component in creating a smooth flow of tasks, duties, and completion of different kinds of projects in your department. One thing that you need to do to acquire peace and harmony in your overall workspace is to have a comprehensive work instruction handbook or manual for your entire team especially for the newcomers. But if you’re struggling in writing this document, what are the things you need to know and to do first? In this article, we provide you some helpful information and templates that you can use. Keep on reading!

FREE 10+ Work Instruction Samples

1. Work Instruction Template

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2. Printable Work Instruction Template

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3. Medical Work Instruction

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4. Work Instruction SOP

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5. Safe Work Instruction Template

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6. Work Instruction Format

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7. Sample Work Instruction Template

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8. Construction Work Instruction

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9. Work Instruction for Making Purchases

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10. Sample Project Work Instruction

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11. Maintenance Work Instruction

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What is a Work Instruction?

A work instruction is an informative document which fully explains how to perform a specific procedure at work, an event, or where it is needed to use. It is basically a comprehensive guideline of gradual steps towards the execution of the process and procedure, frequently divided in some way to aim those people who are doing the actual work.

How to Develop a Work Instruction

Developing a document or handbook for work instruction is important for the employees to have the proper knowledge regarding the descriptions of their tasks and duties on their assigned job. This type of document is given to anyone who is able to understand the instructions, consciously follow and accomplish their job successfully.  In this section, we bring you some valuable methods that you should consider in creating this: 

1. Have the basic knowledge on how to perform the task

This is a top aspect when it comes to developing a work instruction. You should have the basic know-hows of every little detail in accomplishing a particular task in a certain job. If you don’t have sufficient knowledge about the task, you can do some in-depth research, comprehensive study, and even conduct some interviews with the professionals in that field. When you are fully aware and have the insight of every single step of the various processes and procedures of that task, then you can now go to the next step.

2. Make a draft and carefully arrange the steps in order

So after gaining the important information about the task, you will need to create a draft of all the steps and instructions. Your draft doesn’t need to be perfect in this stage because you will simply write down all the steps from scratch. It’s like jotting down all the data into the paper. Then, use some outline and you can do some mind-mapping or clustering. This method is effective in sorting out the steps in order. 

3.  Add some precautionary measures prior to the steps.

If you read a certain instructional guide, it is not just all about steps, methods, and procedures. You will also notice some details about warnings and precautionary measures before the primary steps. This part is very crucial because it can definitely help a person to be alert, careful and conscious while performing the steps in the manual or handbook. Also, including this part is helpful in maintaining safety and avoiding possible dangers from occurring.

4.Write the steps in logical way

Now is the perfect time to write down the steps in a logical way. This will help the readers to completely understand the essence of each detail in the instruction manual or guide. Remember to use simple words and terms in this step. 

5. Analyze the document and make some revisions if needed

At last we’re in the final step of this guide. In all aspects of writing documents, a thorough review is essential so that a person can analyze carefully on the things he wrote in a material. When he notices some grammar or typographical errors, he can do some quick edits and revisions over it. Likewise, have some review of the work instruction you made and revise if necessary.

 

FAQs

What is the difference between procedure and work instruction?

A procedure is more comprehensive than a process, but less intricate compared to a work instruction. It tells how a series of consecutive tasks are needed to be completed to accomplish a certain result. On the other hand, a work instruction is the most detailed description of a task. It’s main purpose is to clarify step by step on how to perform a particular task.

Why are work instructions important?

Because they are significant to minimize variation, to allow manufacturers to boost quality and achieve demand. Work instructions made in written documents like manuals, guides, or handbooks are beneficial training tools for new employees. Standard work instructions execute consistency and productivity when accomplishing tasks. 

What is an SOP example?

An article explained that a Standard Operating Procedure, or SOP, is a document that gives step-by-step instructions on how to do a specific business activity, which includes manufacturing or record keeping. Even though there are many SOPs that are presented as text documents, they can also have images or videos to help explain their instructions well.

How do you create an instruction manual?

First, you need to identify the objective of your instruction manual. Consider what you need to add. Most importantly, always be mindful of your readers’ necessities. You can also collaborate with others who have the knack on this matter. Have some organization so you should write simple and clear instructions. Then, include a structure with a Table of Contents and add some flair to your manual like incorporating a visual aid.

In conclusion, work instruction has the entire information that is needed to complete the assigned job. This guide is essential because it documents and standardizes a job. The book “Training Within Industry: The Foundation of Lean” explains that it is very detailed as it includes various specifications and may also include some pictures. Additionally, it can be as long as is needed to describe the job so it is not meant to be memorized. So, we hope that this article can assist you in creating your instruction guide for work. Download our samples right now!

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