How to Write Procedures and Work Instructions
Having trouble writing a procedure or work instruction? Here are easy tips for creating an effective document: Limiting scope, using images, and keeping them updated. After completing these steps, you should be well on your way to creating a great work instruction or procedure. Keep these tips in mind when drafting your next manual or work instructions. They will make writing these documents a breeze. So, read on to learn how to write procedures and work instructions.
Steps to writing good work
Before you start writing procedures and work instructions, you need to have a clear understanding of the task. You must keep in mind that your instructions should be clear, easy to read, and scan-able. They should also be a working document, allowing for employee feedback. Following these 10 steps will help you write procedures and work instructions that will be effective in your organization. You can find out more about them below.
Make sure your Work Instructions are clear and offer no wiggle room. Always check for ambiguous or conflicting statements, because some employees might not be able to follow your instructions correctly. The style and syntax should be easy to follow. Try to avoid using jargon, if possible. This will make it easier to read and type. When you write your instructions, it is important to remember to use active verbs, and avoid using passive voice.
While writing procedures and work instructions, it is essential to limit their scope to the activities that the document is intended to perform. Listed below are some ways to limit the scope of your procedures:
Limiting the scope of your procedure or work instruction begins with the definition of what the document will cover. In some cases, the scope may include procedures that you didn’t intend to cover. Be sure to limit the scope of your document so that you don’t leave room for interpretation. Otherwise, your documents could be incomplete, requiring more work to accomplish the goals. However, by clearly defining the scope, you can ensure that everyone in your organization understands what you’re trying to accomplish.
When writing work instructions or procedures, using images can be the key to clarity and ease of understanding. Using images can make instructions easy to understand and keep readers engaged and focused. People are more likely to take action if they see the procedure or product in a picture rather than reading an explanation. And if you have a team of employees, using images will help you get them to follow along more closely. However, when it comes to writing work instructions, not all images are created equal.
Incorporating images into work instructions can be as simple as inserting them into existing documents. The base for creating visual work instructions already exists in a text-based document. Photos are the best way to illustrate the correct way to perform a task, and they make them more concrete. Aim to take photos daily – or even daily! – to capture the right angle and composition of images. Including real-life examples can help keep work instructions more concrete and understandable.
Keeping them updated
Standard operating procedures help to maximize line productivity, improve product quality, and maintain a safe and secure workplace. They also reassure employees and decrease stress in the workplace. However, without regular updating and management, SOPs can become outdated and ineffective, hampering employees’ ability to meet operational KPIs. Listed below are best practices for keeping procedures and work instructions updated. These documents should be regularly updated and revised to reflect current industry and company practices.