Research & Best Practices

How to Create Work Instructions: A Step-by-Step Guide for Manufacturers

img

Consistency drives productivity in manufacturing. When processes and policies are executed identically over time, quality increases and risk is reduced. 

As noted by a recent study, however, human error accounts for 70% to 90% of accidents and failures across industries (Science Direct, 2023). In manufacturing, even small errors can lead to big problems. Consider a production-line worker who uses the wrong type of fastener for a metal support frame. While the error may not be immediately obvious, when the expected load is applied, the frame could collapse, both wasting resources and creating a safety hazard. 

Work instructions make it possible to reduce this risk. These instructions are step-by-step documents that describe exactly how to perform a specific task or process. This helps reduce the potential for error by eliminating uncertainty; if staff are unsure, they can consult the instructions for reference. Along with reducing risk, these instructions also help ensure compliance with government and industry regulators and facilitate the training of new workers. 

But how do you write good work instructions that are clear, accessible and are actually used by workers? Our guide has you covered. We’ll explore why work instructions matter, offer six steps to streamline the process and explore the role of best practices and emerging technologies in keeping work instructions accurate, relevant and consistent. 

Why work instructions are critical in manufacturing

Work instructions, also called work guides or user manuals, are standardized documents that describe exactly how to complete a task or process. They are critical in manufacturing to ensure process consistency across shifts and locations; support compliance with ISO, OSHA and FDA guidelines; improve user safety; enhance staff training and reduce downtime. 

These benefits are only possible, however, if work instructions provide staff the information they need to complete key tasks—nothing more, and nothing less. 

Great work instructions templates share 6 common characteristics: 

1. Clarity: Instructions should be clear, concise and to the point. 

2. Simplicity: Guides should use simple language that is easy to understand and difficult to misinterpret. 

3. Accuracy: Work instructions should be specific and accurate. They should be immediately updated if this is not the case. 

4. Credibility: Instructions must be credible. This means they must be created and managed by staff with hands-on experience. 

5. Repeatability: Task descriptions must be repeatable such that they produce the same results every time. 

6. Accessibility: Work guides should be accessible at the point of application and on any connected digital device. 

It’s important to distinguish between manufacturing work instructions and standard operating procedures (SOPs). This is a classic example of process vs procedure, where the process outlines the overall workflow, while the procedure—often supported by detailed work instructions—describes the specific steps required to carry it out. 

SOPs cover the steps of a process or task from beginning to end. Work instructions break down these steps into further detail. If an SOP step is clear and simple on its own, it does not require work instruction. If it is vague or undefined, work instructions are worthwhile. 

Consider the metal support frame referenced earlier. If the build is relatively simple, the SOP instruction might read “connect the bottom support beams with fastener X and screw Y.” In this case, a work instruction isn’t needed.   

If this is a more complex task, the SOP might say “assemble the bottom support beams.” This alone isn’t enough to avoid errors and necessitates the use of work instructions: 

  • Connect six support beams using X fasteners
  • Secure the fasteners using Y screws, Z washers and A nuts
  • Inspect all fasteners once attached, then re-check and re-tighten each. 
  • Test the assembled frame using XYZ criteria

Ideally, work orders should remove ambiguity without sacrificing simplicity. 

Step 1 — Define the purpose and audience

The first step in writing work instructions is defining their purpose and audience: Why are they being created, and who will use them? By setting the stage before writing the instructions, companies can reduce the risk of changes or reworks.  

Three considerations help streamline this step: 

1. What is the task? Start by identifying the specific task and ensuring it can be clearly and simply communicated. If the task cannot be easily described in two or three sentences, it should be broken into multiple tasks rather than made more complex. 

Defining the task also helps identify the resources and personnel required. Without the information, workers could find themselves trying to complete key operations without the necessary support, in turn reducing production performance. 

2. Who is completing the task? Next, determine who will be working on the task. Are instructions being written for daily machine operators? Maintenance technologists? Engineers? Depending on required experience levels and familiarity with production line processes, tasks may need to be more specific or may be able to include basic assumptions. 

3. How will the task be communicated? How the task is written or displayed also impacts the ability of staff to follow instructions. For example, if a new hire will be working on the task, detailed instructions and explanations are essential. If an experienced engineer is handling the work, you may be able to use common acronyms or company-specific terms. 

Step 2 — Break the task into clear, sequential steps

Step-by-step guides fail for two common reasons. First is that the steps themselves are too long or convoluted, making it hard for users to accurately meet expectations. The second is that steps contain gaps in processes or require leaps in knowledge that staff may not have. 

To ensure steps are clear, sequential and understandable, follow these four rules: 

  • Use action-oriented language: “Press the green button,” “do not switch off the power,” “stop the machine if the red light comes on”—these are examples of active, simple language that make instructions easier to follow. 
  • Opt for numbered steps: Numbers convey order and help ensure that steps are followed correctly. 
  • Write in short sentences: Short sentences. Quick descriptions. Clear tasks. This makes instructions easier. 
  • Provide all the details: Short on words doesn’t mean short on details. Instead of saying “turn on the machine,” write “press the green button on the control panel.” 

Step 3 — Incorporate visuals and references

Visual representations make it easier for staff to conceptualize tasks and map them onto real-world applications. Consider instructions about a complicated control panel. While a wordy description could help staff find the button or switch they’re looking for, a simple visualization can accomplish the same goal in a fraction of the time and provide added confidence for staff that they’ve selected the right input. 

Commonly used visuals include photos, diagrams, flowcharts and annotated screenshots. These visuals help reduce reliance on reading comprehension and instead provide immediate and accessible information about how tasks should be completed.  

It’s also worth incorporating references to existing SOPs, operations manuals and regulatory standards as needed. This helps ensure that work instructions are both accessible and authoritative. Consider a staff member with 10 years of experience who is moving full-time to a new position at a new machine in your production line. Given their experience, the employee may believe that some work instructions are not necessary or redundant, which can lead to issues with safety and performance. By clearly citing authoritative references, companies can reduce the risk of missed or incomplete steps. 

Pro tip: Ensure consistent formatting across fonts, icons, and warning symbols to help users see instructions as a unified process. 

Step 4 — Add safety and compliance information

Safety is critical to reduce injury risk and deliver reliable production line performance. Compliance is key in maintaining regulatory standards and avoiding costly fines or sanctions. 

Effective ways to communicate this information include: 

  • Clear PPE requirements: Instructions should include clear PPE directions, such as “users must wear gloves before handling chemicals.” 
  • Lists of potential hazards and warnings: Work guides need to list out possible hazards, such as shock, sharp edges or chemical burns, next to relevant instructions. 
  • Bold or colored formatting for critical steps: Use bold or colored formatting to call attention to critical safety steps. 

While some safety and compliance regulations are widely applicable, such as GMP, OSHA or ISO 9001, there are also industry-specific standards that may apply. For example, food and beverage manufacturers are subject to rules around cross-contamination of machinery that don’t apply to automotive companies or electronics parts manufacturers. 

Step 5 — Review, test and validate instructions

Before deploying work instructions on production floors, take the time to review, test and validate these documents. 

This step contains two parts. First, managers should sit down with staff, including maintenance technicians, operators and engineers, to evaluate instructions. You’re looking for a consensus that the instructions are clear and easy to follow. If engineers find them straightforward but operators struggle, go back to the drawing board. 

Next, instructions need to be tested in practice to ensure they translate into the real world. This is an opportunity to verify that instructions produce the same result every time and allows companies to adjust processes based on both operator performance and operator feedback. 

Step 6 — Keep instructions updated

Instructions should be updated whenever processes, tools or compliance standards change. For example, replacing a production line machine with a newer mode requires a new set of instructions. 

This is also true if an older machine gets an updated control panel. While the machine itself may stay the same, user interaction will change based on the layout of the new panel and how it interfaces with the machine itself. 

Even if machinery remains the same, it’s worth carrying out a work instruction review either every six months or annually to verify that instructions are working as intended. 

If instructions are modified due to new standards or the deployment of new machines, it’s important to establish version control practices that include dates, revision numbers and approvals. This provides an audit trail that companies can use to track change management over time and pinpoint potential problems. In addition, it’s worth assigning ownership of document control to specific C-suite members or team leaders. This helps create a unified policy for revisions, updates and process references. 

Finally, it’s important to store instruction updates in digital platforms such as CMMS, ERP or QMS tools. This makes it easier to integrate instructions directly into work order forms, so technicians always have the right steps at hand when carrying out maintenance or repairs. 

Best practices for writing effective work instructions

While the specifics of your instructions will vary based on what you produce, how it is regulated, and how you define quality standards, there are some universal approaches to instructional design that can simplify the process. 

Best practices include: 

  • Keep instructions concise but complete: Write down instructions that cover the bases, then review them and cut out any extra words. 
  • Use active verbs and avoid vague phrasing: Write “press the green button,” not “after the green button is pressed.” In addition, always include specific characteristics such as color, shape or size. 
  • Standardize formatting: Ensure all standard work instruction documents use the same fonts, colors and formatting. Using a standardized work instruction template makes it easier to create multiple instruction sets. 
  • Involve all stakeholders in standards creation: Bring in operators, engineers and supervisors to ensure standards are broadly applicable. 
  • Start small: Pilot your instructions with small groups to ensure they are effective, then scale up. 

The role of technology in work instruction

Technology can help improve the creation, management and application of clear work instructions. Many companies now tie these documents into broader work execution management platforms, ensuring that every task—from inspections to repairs—is aligned with the same digital source of truth. 

First, digital work instructions can be integrated into CMMS tools, ERP solutions and worker mobile devices. This provides access to instructions anytime, anywhere, if users have a question. While instructions should be a single source of truth, they should be accessible across multiple platforms. 

It’s also worth considering the benefits of video, augmented reality (AR) and virtual reality (VR) in making instructions easier to understand. By seeing processes take place in motion, or by experiencing them through VR or AR, staff are better prepared to repeat the process. 

By implementing the industrial Internet of Things (IIoT) to monitor machine conditions and provide real-time updates, companies can reduce the risk of outdated instruction use. 

Support for work instruction development

Clear instructions deliver higher constituency, better safety and greater quality. 

But work instructions aren’t written by accident. Instead, they require a step-by-step process: define, write, visualize, comply, test and update. In practice, this requires the dual efforts of people and technology. People are best-equipped to understand how staff learn and what makes instructions effective, while technology excels at providing accessible rules and offering a single source of truth for version control. 

Not sure if your work instructions measure up? Start with an evaluation: Where are instructions working? Where do they need improvement? Do they rely on legacy processes or tools? Are they fully digitized or partially paper-based? 

If your instructions need improvement, ATS can help. From outsourced maintenance services to industrial maintenance training and customized work instructions, we’ve got you covered. 

Contact ATS to discuss how we can support your maintenance and reliability needs. 

References

La Fata, C.M., Adelfio, L., Micale R., Scalia G. La (2023). Human error contribution to accidents in the manufacturing sector: A structured approach to evaluate the interdependence among performance shaping factors. Safety Science, 161, Article 106067. https://www.sciencedirect.com/science/article/pii/S0925753523000097 

 

Let’s talk