Published 7 Sept 2020
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5 min read
What is a Work Instruction Template?
A work instruction template, also known as a job instruction template, is a tool used to demonstrate specific, sequential, and detailed information on who, what, when, and how a certain task is going to be performed. It provides guidance that is ideal for newly hired employees to quickly get involved in the workforce and production backup. Also, it helps reduce the likelihood of risks and errors when executing work processes, ensuring standardized operations.
What is the Purpose of a Work Instruction Template?
A work instruction template is essential to businesses in various industries, providing a clear roadmap for achieving specific tasks and projects. It serves as a comprehensive guide to the team in performing certain tasks including the step-by-step processes, project requirements, tools, materials to be used, and other policies that will help them perform their task accurately. It also helps boost employee efficiency and productivity, among its other benefits:
Error Reduction
One of the core objectives of a work instruction template is to reduce errors and improve the accuracy of task execution. By clearly defining each step, along with relevant safety precautions and quality standards, these templates help employees avoid mistakes in doing their jobs and produce reliable outcomes.
Training and Onboarding
Work instruction templates offer a comprehensive guide that simplifies the learning process, enabling newcomers to quickly grasp the necessary procedures and carry out tasks effectively. This is especially helpful in industries with complex or safety-sensitive processes, including construction, food manufacturing, and oil and gas production.
Regulatory Compliance
In sectors subject to regulatory oversight, such as healthcare, manufacturing, and aerospace, work instruction templates aid in achieving and demonstrating compliance. They document the procedures and safety measures required by regulators, ensuring that an organization follows established standards.
Knowledge Retention and Transfer
Work instruction templates help capture the expertise of experienced employees, making it available for future reference. This knowledge transfer is vital for preserving best practices and ensuring operational continuity, even when experienced employees leave the organization.
How to Write a Work Instruction Using a Template
Writing work instructions is crucial as it’s one of the foundations of a project. The person who will create work instructions should be well-informed, trained, and oriented about the subject matter. This is because a work instruction should be easy to comprehend, clear, and precise for every team member or stakeholder who will read and understand it as their reference.
To guide you, follow these steps to write work instructions using a template:
1. Provide general information.
Gather all the necessary information prior to constructing the work instruction, including the high-level procedures, policies, and task dependencies. Note that it’s important to provide the context of the project or task assigned. Also, give an overview of the purpose of the job and identify the project or task owners.
2. Present a step-by-step procedure.
State clear and simple details of the project on how it should be done. It should be easy to understand and can be followed immediately to ensure that every action is carried out by the task owners. It should also include the materials, references, or visuals to support the work instructions, as needed.
3. Validate the task.
Work instructions should be written by Subject-Matter Experts (SMEs) to ensure that every detail of the instruction is accurate and within the scope of work. Utilize the template’s sections to accurately document each detail.
4. Keep it simple.
Work instructions should be user-friendly and formatted for easy reading. It should be in sequential order and refrain from using complex words such as jargon (unless highly necessary), acronyms, and technical terms that can’t be understood by the intended user. Make sure to use appropriate language and keep the work instructions short and concise.
5. Test the instructions.
Let a colleague follow the steps. Identify if there’s any confusion or unclear instructions that would lead to improper processing of the task. Doing this would help to immediately correct the work instruction template prior to dissemination to the task owners.
6. Keep it documented.
Record the work instructions on a template and distribute the exported templates as reports or reference documents to task owners. Ensure they read and validate it prior to task execution. Also, review the work instructions regularly and update them if necessary. Lastly, save it so that anyone who may need it can access it.
What to Include in a Work Instruction Template
A comprehensive Work Instruction Template should include the following key sections to ensure clarity, safety, and effectiveness in task execution:
Description of Activity: Clearly describe the task or activity to be performed, including a brief overview and purpose to provide context for the worker.
Risk Assessment No.: Reference the specific risk assessment document or number associated with the task to link hazards and controls formally.
Scope: Define who the procedure applies to and the specific locations or conditions under which the work can be performed.
Prestart Requirements: List all preparatory steps before starting the task, such as equipment checks, reviewing safety data sheets, or ensuring operator readiness.
Hazards: Identify all potential hazards related to the task, detailing possible consequences (e.g., chemical exposure, mechanical injury).
Safety Controls: Specify the safety measures and controls required to mitigate identified hazards, such as PPE, machine guarding, emergency equipment, or procedural controls.
Instructions: Provide detailed, step-by-step procedures for completing the task, ideally supported by visuals like photos, diagrams, or flowcharts to enhance understanding.
Closing Procedures: Include steps for clean-up, shutdown, waste disposal, or decontamination to safely conclude the task.
Emergency Procedures: Outline clear emergency response actions relevant to the task, such as spill containment, power isolation, or first aid measures.
