Work Instruction

Apr 22, 2023

Work instructions are documents that are central for more efficient and productive work. Whether you are a seasoned employee or a novice in the workplace, work instructions are there to help individuals and teams do their job properly and effectively.

Work Instruction Definition & Meaning

A work instruction is a written document that companies and organizations use to explain how to perform a certain task or conduct a certain procedure.

This means that this document serves to outline the steps and processes in an instructive and descriptive tone.

What Is a Work Instruction?

Work instructions are necessary for any business to conduct itself properly. The formal document contains key directives on how to do a job or task correctly. Work instructions can also be presented in different forms, they can be contained in a manual or printed on a regular sheet of paper.

10 Types of Work Instruction

Lean Work Instruction

Work instructions are vital especially in highly structured and established industries like production and manufacturing. In lean manufacturing, for instance, a standard operating procedure or SOP is a must. The lean work instruction template is complete with process steps and specific guidelines.

Quality Work Instruction

Quality control and quality assurance are important aspects when it comes to delivering a product or service. Whether the work involves electronics, construction, or maintenance, quality work instruction helps prevent inconvenience, damage, and errors. If your boss asks you to create detailed work instructions for a certain product or service, you can use the editable template below to save time.

Blank Work Instruction

Formal work instructions are helpful particularly to those who are still new to the job. Any vehicle, heavy machinery, or equipment must be operated in the correct way for it to be optimized and maximized. The blank work instruction template contains a detailed workflow on how to operate a vehicle but is also completely editable according to your objectives.

Safety Work Instruction

Safety should be an utmost priority in any work environment. In the construction industry, for example, there are numerous high-risk tasks such as welding or glass cutting. Thus, consistent and clear safety work instructions ought to be in place and should be strictly enforced in the workplace.

Assembly Work Instruction

In highly structured work environments like factories and processing plants, assembly lines and supply chains are the norms. These types of jobs often come with stringent rules and policies. The assembly work instruction template covers a wide range of guidelines pertaining to work area inspections, preparations, installations, and post-operations.

Visual Work Instruction

Even though a work instruction is typically a written document, that doesn’t mean you cannot incorporate images and other visuals. Having a visual element can even help employees understand the instruction better. In a visual work instruction, you can add in a symbol, icon, logo, clip art, flowchart, or even a cartoon as long as it is relevant to the objective.

Training Work Instruction

Training is crucial for any individual or company to succeed, whether in business or elsewhere. It can come in the form of mentorship, skills training, or on-the-job training; but there must always be formal work instructions to provide proper guidance. The training work instruction template contains a detailed breakdown of steps regarding workload and other related matters.

Manual Work Instruction

A work instruction manual is necessary for any established industry or business. The document serves as a useful guide and instructional tool to help workers perform their tasks correctly and efficiently. The written manual can cover anything from facilitating team sessions to conducting market research, as seen in a sample work instruction.

Project Work Instruction

People who work in project management know that standard procedure is a must for a reliable and efficient workflow. The project work instruction template divides the general procedure into several subsections for a more organized and reader-friendly text. When crafting the work instruction, do not forget to also place your organization’s name and include the contact information below the name.

Engineering Work Instruction

Engineering is a highly structured and precise discipline. There can be no room for mistakes or miscalculations when it comes to building integrity and occupant safety. Whether you are designing a waste management system or building an industrial warehouse, an engineering work instruction document is a basic and necessary tool.

Work Instruction Uses, Purpose, Importance

Like most formal and professional documents, a work instruction document can serve multiple purposes. The document can likewise be used in various fields, industries, and disciplines.

Promotes Clarity in the Workplace

From the term itself, a work instruction is basically a directive. It is instructive in nature and therefore, one of its basic aims is to provide clear directives or directions for people to follow. A work instruction manual or form is there to help people understand the proper way of doing a task or job.

Encourages a More Efficient Workflow

Work instructions are not merely a bunch of formal text stitched together; as a whole, it serves a much bigger purpose. The instructions are arranged and ordered in such a way that a logical flow is established. This logical flow or process encourages greater efficiency and even predictability in the workplace.

Minimizes Mistakes and Errors

Of course, problems and issues are inevitable in any line of work. But the point of having a work instruction in place is not to solve everything on the spot, but to lessen or minimize the probability of experiencing these issues. That is why it is crucial for a work instruction manual or handbook to be specific and accurate.

Offers a Practical How-to Guide

A work instruction guide is basically a tool to help people do their jobs correctly. It is a comprehensive guide on how to perform a task or operate a machine or equipment. And since it is essentially a how-to guide, it must be descriptive and detailed.

A Mechanism for Problem Solving

Work instructions are meant to help employees solve problems and rectify issues. If a company has a credible and comprehensive work instruction manual, then there is something tangible and reliable to refer to. When work problems or issues arise, employees can consult the instruction book or guidelines.

What’s in a Work Instruction? Parts?

Company Name

The beginning of your work instruction should contain your company or organization’s name, business address, and contact details. The contact information can be stated below the name.

Title

The work instruction should have a title. It should be a descriptive and straightforward title that accurately captures what the instructions are all about.

Basic Information

Under the title, provide the introductory details about the work instruction. This includes the document’s author, date of creation, persons responsible, and version number (if applicable).

Objective or Purpose

Whether it is a lengthy manual or a simple form, you need to state the main objective of the work instructions. Keep it brief and no more than a couple of sentences.

Scope

Your document should also contain a short statement regarding the scope of the work instructions. This pertains to the specific areas where the instructions are applicable as well as their limitations.

Materials

Materials-Materials can refer to items or any resource that’s needed to accomplish the work instructions. This can be charts, graphs, lists, floor plans, etc.

General Procedure

The meat of your work instruction should be the general procedure or instructions. This section should be chronologically numbered and grouped into different subsections for a more organized and logical thought flow.

How to Design a Work Instruction

1. Choose a Work Instruction Document Size.

2. Establish the objective and purpose of the work instruction.

3. Select a suitable Work Instruction Template.

4. Edit the company name, title, and relevant details.

5. State the objective, scope, and materials needed to implement the work instructions.

6. Create a step-by-step process or guide and number them accordingly.

Work Instruction vs. Guidelines

A work instruction is a written and formal document that provides detailed steps on how to conduct a certain job or task.

Guidelines are a set of rules or reminders that are used to guide and inform; they are typically not as long as a work instruction.

What’s the Difference Between a Work Instruction, Manual, and Procedure?

Work instruction pertains to any directive or mandate that guides a person on how to do a job properly and correctly.

A manual is a book or pamphlet-type reading material that contains detailed instructions and specifications regarding a topic, product, or service.

A procedure is a process or a system that is implemented in relation to work and other activities.

Work Instruction Sizes

A work instruction is a formal document and most formal documents require a universally appropriate size. There are a few basic work instruction sizes that are widely accepted and followed across all industries and fields which include the US Letter, Legal, and A4 sizes.

• US Letter size (8.5 inches x 11 inches)
• Legal size (8.5 inches x 14 inches)
• A4 size (8.3 inches x 11.7 inches)

Work Instruction Ideas & Examples

As already mentioned in previous sections, work instructions are applicable in any sector or field. If you are looking to create your own work instruction guide or manual, take inspiration from the dozens of professional work instruction ideas and examples available.

• Construction Work Instruction Ideas and Examples
• Temporary Work Instruction Ideas and Examples
• Workplace Work Instruction Ideas and Examples
• Maintenance Work Instruction Ideas and Examples
• Cleaning Work Instruction Ideas and Examples
• Manufacturing Work Instruction Ideas and Examples
• Software Work Instruction Ideas and Examples
• Classroom Work Instruction Ideas and Examples
• Packing Work Instruction Ideas and Examples
• Technical Work Instruction Ideas and Examples

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