Work instruction

Clarifies what needs to be done by whom until when in a document

A work instruction is a document that specifies in a binding manner how certain activities or work processes are to be carried out in a company. It is a detailed, step-by-step instruction for the uniform execution of certain work.  

1. What is the purpose of a work instruction?

The purpose of a work instruction is to provide clear, comprehensible and uniform guidelines for the correct and efficient execution of certain activities. It reduces misunderstandings, errors and deviations in working methods, ensures standards set by quality management/project management guidelines are kept and it simplifies the onboarding of new employees.  

2. What is the aim of a work instruction?

The aim of a work instruction is to ensure a standardized and reproducible way of working, maintain quality standards, minimize error rates and thus increase efficiency and process reliability in the company.  

3. What does a work instruction contain?

A typical work instruction contains the following content:  

• Title/heading (Name of the activity)  
• Purpose/objective (Why is the activity being carried out?)  
• Scope (Where or to whom does the instruction apply?)  
• Responsibilities (Who carries out the activity and who is responsible?)  
• Description of the activity (detailed step-by-step instructions)  
• Tools, materials and aids (What is needed to carry out the task?)  
• Safety and behavioral instructions (e.g. safety regulations, warnings)  
• Controls and checkpoints (How is the correct execution checked?)  
• Documentation/logging (How and where is documentation kept?)  

4. What is a work instruction used for?

A work instruction is used in many areas of work in companies as well as in our private lives in order to  

• Standardize and unify work processes.  
• Ensure quality and avoid errors.  
• Define clear responsibilities.  
• Train and instruct employees.  
• Comply with legal requirements and safety regulations.  
• To create traceability and transparency in the workflow.  

Work instructions are generally used in all areas where standardized, clearly defined processes are required. They are used particularly frequently in the following areas:

1. Production and manufacturing

Work instructions describe exactly how production processes, assembly work or production steps are to be carried out.  

Example: Work instructions for operating a CNC machine.  

2. Quality management

They define measures and processes to ensure product and service quality.  

Example: Implementation of quality control in accordance with ISO 9001.  

3. IT and software development

Description of technical processes, e.g. installation, update and maintenance of software and hardware.  

Example: Work instruction for software deployments or backups.  

4. Healthcare

Medical, nursing and administrative processes are standardized.  

Example: Work instruction for hygienic hand disinfection or medication administration. 

5. Logistics and warehouse management

Precise specifications for storing, picking and shipping goods.  

Example: Picking instructions or instructions on the use of warehouse management systems.  

6. Customer service and support

Standardized processing of customer inquiries, complaints and problem solutions.  

Example: Standardized procedure for customer complaints.  

7. Project management

Clear and binding descriptions of project processes, responsibilities and tasks.  

Example: Work instructions for carrying out project reviews.  

8. Human resources

Standardization of onboarding processes, training and personnel development.  

Example: Work instruction for the induction of new employees.  

9. Facility management

Instructions for the maintenance, cleaning and technical servicing of buildings and facilities.  

Example: Maintenance instructions for heating and air conditioning technology.  

10. Safety management

Binding specifications for occupational health and safety.  

Example: Work instructions on what to do in the event of accidents at work or fire protection measures.  

Conclusion

Work instructions are relevant and useful in almost all industries and company divisions, especially when clear structures, uniform processes and high quality standards are required. A work instruction ensures that activities in the company are always carried out in a clear, comprehensible, safe, efficient and quality-oriented manner. 

Would you like to receive regular info on project management topics?