How to Write Work Instructions
Published: Mar 14, 2005
Work Instructions
What is a Work Instruction?
A set of instructions for performing a task or for following a procedure.
Why should a small business have Work Instructions?
- For tasks that are done infrequently. To prevent yourself and others re-inventing the wheel each time.
- For the manager occupied with hundreds of details, needing to delegate more, and a less-than-perfect memory.
- Have some consistency in serving your customers.
- When you have a frequent turnover of part time helpers.
- A ready reference for training new employees and for potential promotions.
Who recommends having Work Instructions?
- Work Instructions are mandatory for ISO certification. An ISO certified business is assured to be well-organized and to deliver a high quality
product or service to its customers.
- Many managers who have had to comply with having Work Instructions for every operation are ready to recommend them as a good investment for
saving time over the long run.
Who writes the Work Instructions?
- The best person is whomever has performed a task.
- The person who has discovered through trail-and-error the best way to perform the task.
- The person who has determined the supplies and skills required to complete the task.
When are the Work Instructions written?
- As soon as possible and before they become an absolute necessity.
- Once you realize there are as many different versions of a procedure as there are operators.
- When you have forgotten a procedure and you have to re-learn the process one more time.
- When you recognize the process is to be done regularly (monthly, quarterly) but not daily.
Where are Work Instructions stored or displayed?
- Master files may be stored in binders, centralized computer file serves and in manager's file cabinet.
- Copies of relevant Work Instructions may be placed in strategic locations.
- A control file should track all copies and locations to facilitate amendments.
- Specific Work Instructions can be posted where the instructions are to be followed.
How to write Work Instructions.
- One of the best starting methods is to follow the 5Ws + H as we have done here. [who, what, where, when, why and how]
- Affix some type of coding with the contact person's name on each instruction. Include dates for initial and updated versions. This information
assists in the control and distribution of the documents.
- Describe the operation from beginning to end. This is similar to the set of oral instructions you would give to anyone.
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