Did you know that on average, a typical employee is only productive for about 60% of the day? So why waste even more time trying to figure something out?

Chances are that when a new employee has to complete a new or unfamiliar process, they have to search through multiple documents for clear instructions but ultimately come up empty-handed, frustrated, and anxious.

They grow even more frustrated and anxious as they waste precious time trying to figure it out on their own. 

But what if we told you that you could create clear, detailed work instructions to guide your team and that there’s a way to boost productivity and efficiency in your organization? The solution lies in work instructions. 

They hold the secret to achieving efficiency, reliability, quality assurance, and seamless operations. They’re simple, easy-to-read instructions for any task. Think of them as detailed instructions that simplify even the most difficult procedures into manageable, bite-sized chunks of knowledge.

In this blog post, expect to learn more about work instructions as we look at:

• A brief overview of what work instructions are
• Why they're important
• Tips for how to write work instructions for employees
• A few work instruction examples with templates for you to use  

What Are Work Instructions?

Work instructions describe in detail how to perform specific tasks within a larger procedure. Their role is to bridge the gap between knowing what needs to be done and actually doing it.

Unlike standard operating procedures, which provide high-level overviews of internal processes and policies within an organization, work instructions focus on the granular, step-by-step actions required to complete a specific task. A standard operating procedure is broader in scope, outlining general practices and guidelines, while work instructions are narrower, detailing the exact steps necessary for consistent and accurate task execution.

Work instructions are step-by-step guides that outline how to perform a specific task correctly and consistently. Using work instructions makes it easier to understand and complete tasks because they break down processes into digestible bits of information.

But does your business really need work instructions? Yes, and here’s why…

Benefits of Creating Work Instructions for Employees

Below are just a few reasons why you should look at creating work instructions:

• Reduced errors: Did you know that 58% of service downtime is because of human error? If every employee could tackle a task the same way, every time, there would be fewer errors and more consistency. Work instructions remove guesswork, and ensure consistency, which in turn means fewer errors and better quality output. 
• Improved efficiency and productivity: Clear instructions mean less wasted time trying to figure things out. With work instructions, you empower employees to complete tasks faster with minimal supervision, leading to increased productivity and boosted morale.
• Improved training: Did you know that an effective onboarding program can improve employee retention and productivity by 52% and 60%? Work instructions can be used as training tools, especially for onboarding new hires.  They get everyone up to speed quickly and efficiently and make sure everyone is aligned on what needs to be done.
• Knowledge management and retention: Let's face it, even veteran employees forget. Knowledge management is crucial and work instructions streamline that process. They're a constant reference point, ensuring everyone can access the latest procedures when they need to.
• Scalability: With time comes growth, and as your business grows, your processes need to adapt. Work instructions make scaling a smooth process, allowing you to effortlessly onboard new employees and clients without compromising quality or output.
• Standardization: When different people all contribute to a single task, in different ways, chaos ensues. Work instructions make sure that there's a certain level of consistency, allowing you to achieve the same results every time, no matter who’s handling the task.
• Risk mitigation: Certain tasks have inherent risks. Work instructions can help mitigate these risks by outlining safety protocols and best practices.

Work Instruction Tips

Before we dive into our work instruction examples, let's provide you with a few tips to help with how to write work instructions that are easy for employees to follow.

• Title: Keep it clear and concise and make sure it accurately reflects the task at hand. For example, "Setting up the Pro Router" is clearer and better than “Pro Router Instructions”
• Purpose: Why is this task important? How does it contribute to the overall process? Make sure your purpose answers these questions and gives the reader a chance to assess whether or not this particular instruction is helpful to them.
• Target audience: Who is this work instruction for? New hires, customer support, experienced technicians, or everyone? Make this clear so whoever needs to read this instruction knows.
• Prerequisites: Are there any specific skills, equipment, or knowledge required before tackling this task? If so, what are they? Help the reader understand what they need to know or have before going further and wasting their time.
• Tools and materials: List everything needed for the reader to complete the task, from equipment to safety gear.
• Detailed steps: This is the meat of your work instructions. Break down the task into clear, concise steps, using simple language and avoiding jargon. Ideally, put each step in order of execution.
• Visual aids: Pictures are worth a thousand words! Consider including screenshots, diagrams, or even videos to enhance understanding.
   

6 Practical Work Instruction Examples

A work instruction can be used in many ways. You can use them for pretty much any business activity you can think of. Now that you know what work instructions are and how they can benefit your business, here are six examples along with their templates to help you get started:

Work Instruction 1: Packing a Customer Order

If you run an online store or physical retail store that requires shipping orders, this is for you. When orders are pouring in, it’s difficult for your team to keep up with the influx and get all the orders out to the correct people. This could lead to inconsistency in packing procedures, meaning customer delays, damaged items, and frustrated customers.

How work instructions help e-commerce businesses and retailers:

When you develop a clear work instruction for packing customer orders, it ensures a consistent and efficient process. This eliminates guesswork and guarantees every package is properly packed, protected, and ready to impress your customers.

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Work Instruction 2: Assembly Line Process

In a manufacturing setting, assembly line processes are crucial for efficient and consistent production. Proper work instructions ensure that every worker follows the same steps, reducing errors and maintaining product quality.

How work instructions benefit manufacturing:

A work instruction for an assembly line process provides clear, step-by-step guidance for assembling products. This ensures consistency, improves productivity, and reduces the likelihood of defects.

Work Instruction 3: Restocking Inventory

For retail businesses, maintaining optimal inventory levels can be a nightmare. Inconsistent restocking practices lead to stockouts, frustrated customers, and missed sales.

How work instructions streamline restocking:

A work instruction for restocking inventory equips your warehouse staff with the necessary know-how. This guide can outline the process for efficiently finding, transporting, and restocking shelves with the necessary quantities of each item.

Work Instruction 4: Onboarding a New Customer Service Rep

Let’s say your business is doing so well that you now need more support representatives to ensure you can keep providing a great experience to your customers. Hiring new customer service employees and onboarding them can be a time-consuming process, leaving them feeling overwhelmed and unsure of how to effectively handle customer inquiries. 

How work instructions streamline onboarding:

A work instruction for onboarding customer service representatives creates a smooth transition for new hires. This comprehensive guide outlines the entire onboarding process, from completing paperwork to mastering customer service software and procedures.

Work Instruction 5: Social Media Posting

If your company leverages social media to connect with its audience and promote its brand, it’s crucial to maintain consistency. Inconsistent posting styles and messaging can dilute your brand identity and confuse your followers.

How work instructions streamline social media management:

A work instruction for social media posting ensures brand consistency across all platforms. This guide outlines the steps for creating engaging content, using visuals strategically, and adhering to brand voice and style guidelines.
 

Work Instruction 6: ISO 9001 Document Control Process

ISO 9001 certification requires strict control of documents to ensure compliance with quality management standards. A clear work instruction helps maintain this control and supports the audit process.

How work instructions help with ISO 9001 compliance:

A work instruction for ISO 9001 document control ensures that all documents are correctly managed, updated, and archived according to the standards, supporting compliance and facilitating audits.

Use Wizardshot to Streamline Writing Work Instructions

You’ve made it this far so that means you're sold on the importance of work instructions. They bridge the gap between theory and practice and make sure that everyone on your team is consistent and efficient.  

Whether it’s baking bread or onboarding new employees, work instructions empower your team with the knowledge and guidance they need to excel.  

Okay, but how do you get started? Wizardshot.

Meet the AI-powered tool that empowers businesses to create, manage, and distribute work instructions with ease. A user-friendly platform that allows you to collaborate with your team, ensure version control, and keep your instructions readily accessible to everyone who needs them. 

The best part? No hidden costs, it’s completely free. Sign up for Wizardshot and create your work instructions today!