How to Write Good Work Instructions [11 Guiding Questions]

In the following blog post, we explain how good work instructions become a great lever for efficient process management. You will not only learn how to write work instructions, but also which steps are important before and after. After all, instructions should not serve an end in themselves - but can even be used as a means for process optimization. Learn what 11 questions you should ask yourself before creating and what stylistic techniques are available to optimize work instructions. Finally, download a simple Word template for creating your work instruction.

Work instructions describe in detail how activities must be carried out. So far, so good. There are numerous instructions on how to create them on the Internet. However, the structure of a work instruction - detached from its actual purpose - is often considered only. With well-formulated instructions, you can not only structure work processes. They can also influence how efficiently processes are run through: Scrap production and errors can be avoided before they occur due to ambiguous instructions. New employees can be trained more quickly. Processes can be managed and and lived adeptively.

Increase productivity and efficiency

Writing good, clear and easy-to-understand work instructions takes a lot of time. It is therefore understandable that it is initially seen as an expense driver. However, each work instruction gives you a new opportunity to examine processes in detail and to further optimize individual process steps. For the writing of the work instruction, this means simply speaking: Consciously questioning the status quo during the process. Does it really make sense for a certain operation to take place at this particular workstation? Is the sequence of the individual sub-steps really efficient or can the process be optimized at this point? Therefore, use the writing of work instructions to examine your production. Even highly professionalized and thoroughly optimized production processes can still be improved.

Optimal support for operational employees

There are countless types of operations in manufacturing companies, which are recorded in assembly instructions, packaging instructions, test instructions or in maintenance procedures. In times of lot size 1 and increasing quality requirements, production is becoming many times more complex. Many of these operations are still performed manually by employees. This will continue to be the case as digitization advances. People will continue to be at the center of complex production processes. This is confirmed, among other things, by a study by the World Economic Forum in collaboration with the University of Cambridge. That's why you should provide your employees with the best possible support, e.g. through intuitive tools and worker assistance systems. However, if you are working with paper-based instructions and do not yet have a digital tool in place, you should design your work instructions to add maximum value. Below we show how:    

We do not want to declare the creation of a work instruction an art form! If you work with word processing programs like Word or Excel instead of software you know how tedious writing, formatting and updating can be. However, the more often you write work instructions or SOPs, the easier it will be to create them. Even in the first phase - before you start writing - use eleven guiding questions to help you structure.

11 Guiding questions for the creation of a work instruction

1. For what: What is the purpose of this step?

2. Who: Who is to do the work?

3. What: What must be done in the work step?

4. How: Which individual sub-steps (work steps) belong to the work process (operation)?

5. With what: What aids (e.g. certain instruments or machines) are required?

6. Where: Where (on which belt section, in which hall, on which machine, etc.) is the work step to be performed?

7. How much: What is the required production quantity or, for example, the number of test operations?

8. How long: How long should the work step take?

9. What grade (quality): What is the desired target value that should be at the end of the assembly or testing operation?

10. What safety precautions: Are there work safety measures that must be observed?

11. What data: What data do I actually want to extract again from the process, e.g. for the CIP?

ATTENTION: If you are looking for guidance on work instructions, you will most likely find only 10 points in most guidebooks. Point 11 (data) is usually not considered. It is extremely important to consider what will happen with the instruction before it is written. Do employees just need to follow the manufacturing process, or even document data themselves? Many companies use the concept of worker self inspection, where employees take responsibility for checking the quality of their operations.

Note also: not every one of the 11 questions will be found in the form of an answer on your work instruction. So do not regard these guiding questions as a 1-to-1 template for your production operation - but as a supporting guide for your individual application.

4 success factors for good work instructions:

Once you have answered all the guiding questions for your company or use case, you can start with the actual writing. There are no rules, no set pattern, after which you must proceed. As already mentioned, work instructions are rarely mandatory. The form does not matter. However, there are some helpful tips that make both creating and following work instructions easier. Good work instructions are:

Short and to the point

Keep it short. Like this section. Period.

Clearly and concisely formulated

Each industry has its own technical language. Nevertheless, try to use clear and simple wording and as few foreign words as possible. Keep in mind that you are working with people from different backgrounds. Maybe there are language barriers or you want to train new employees faster because your company is growing. Therefore, try to avoid passive constructions and nouns. Example: Instead of "Molded parts are replaced and checked for ease of movement", you should rather write: "Replace and check molded parts. Do they move easily?". This procedure does require some rethinking, especially if a certain "operating language" has already become established. However, it simplifies the work of those carrying it out enormously.

Visually supported

Instead of pure continuous text, you should also use images and graphics. Photos of the working step, a simple image montage with a red arrow pointing to a specific area or a comparison between an incorrectly and correctly assembled product provide great support. Even simple document formatting such as broken-up text sections already help to understand and implement instructions more quickly. Work instructions are therefore often created today in the form of checklists. The bullet point-like formatting additionally supports the faster comprehension and processing of information.

Credible and consistent

Even the most visually appealing work instruction does not automatically lead to processes being lived properly. Employees must understand the meaning and purpose of the instruction - and above all understand it as a helpful tool, not as a complexity driver. It is therefore important that experienced employees who know the processes inside out at least provide advice during their creation. Often, work instructions only work in theory because they are created by employees who are not involved in production. Production employees who perform the processes on a day-to-day basis are in the best position to judge what works and what doesn't for your operation. Consult these employees early on. The authenticity of your work instruction increases - and with it the acceptance for the respective process.