Business owners and project managers frequently draft work instructions for various procedures and processes. These instructions, whether created for a specific task or an entire development process, should encompass comprehensive details about the necessary actions and their execution.

The most common way to tackle this task is creating work instruction templates. They describe a detailed guideline that’ll help team members perform complex tasks and optimize time during the work process.

This article will show you how to create the perfect template for work instructions that contributes to a quality management system and consistent method when manufacturing any asset. Follow each step carefully to guarantee the expected results of your document.

As the name suggests, these are documents dedicated to specifying instructions for the assembly work process and any other procedure your business might have. They can go from a safety work instruction template to anything that needs to be described in a step-by-step guide to work.

They are valuable documents that can be used inside and outside the company. It is a great tool to present the company’s commitment to ensuring everyone's safety and work quality to your key stakeholders.

There are numerous reasons why businesses start creating work instructions for their processes. The first one is to ensure everyone’s safety in the workspace.

Some tasks and procedures might lead to dangerous actions if not done correctly. One great example is the construction projects, where everyone must wear helmets when walking around the workplace.

Another reason why project managers write a work instruction template is to make the entire process more optimized and efficient. Following the correct steps will avoid wasting resources and ensure the product gets delivered promptly.

Additionally, having visual work instruction for a particular task makes it easier to understand and minimizes the chances of making mistakes. It is useful, especially when introducing these procedures to new employees. If you want to create standardized work instruction, you ensure that every business process will have the same result, regardless of who performs the task.

Although the core objective of all work instruction templates is the same, you can have multiple types. Each kind of document serves a different purpose and might have specific categories when building the template.

We will show you some of the most common types of work instructions and their particularities. Make sure to choose the type that best fits your needs.

Here are the main categories:

Construction Work Instruction Template

It is very common to see these documents being applied to construction projects, whether because of their complexity or their specific procedures. The main focus of these templates is to tell the team members how each task should be done and under what circumstances. These instructions might contain pre-work tasks, like checking the equipment to see if the requested supplies arrived.

It is a document used not only by the team members but also by other parties, like the insurance company, to make sure everything is being done according to the rules. This type of work instruction describes the process and what should be used in specific situations, from equipment to materials.

Safety Work Instruction Template

As the name suggests, this type of template focuses on the safety of everyone involved in the process more than ensuring that the team is doing the task effectively.

It will usually feature visual work instructions but can have text throughout the entire document. The safety work instruction template shows all procedures the team must follow for everyone to stay safe and avoid accidents when performing an activity.

Some companies adopt them for specific tasks, but depending on your business, these safety instructions will be present in almost every procedure. Some great examples of these cases are X-Ray companies and construction services.

Manufacturing Work Instruction Template

The manufacturing or production instruction template is a document that will feature step-by-step instruction for any procedure when building a product. From the assembly process to the closing procedures of the product, every step that needs specific instructions will be featured in this template.

It is usually used by factories and companies that deal with product development but can be used by all sorts of businesses working with physical products. To ensure that every step gets completed as planned, it is recommended to include illustrated step-by-step guidelines. Otherwise, the employee should consult subject matter experts in case of any doubt regarding the instructions.

Engineering Work Instruction Template

The engineering work instruction templates differ from the manufacturing ones since they usually feature extra information like the version of the product and the materials requested for building the parts. It also features quality checks to ensure the product is manufactured with the expected quality and results.

It is mainly used for individual engineering activities and can include detailed instructions on the step-by-step procedure and all the materials that should be used. These templates help engineers to complete tasks effectively and reduce the time required for each part of the process.

Now that you know the main types of work instruction documents, it is time to see how you can create your own template. Make sure to follow all the steps carefully to ensure that the form created fits your needs and brings the desired results.

Here are the main steps when creating your simple work instructions template:

Identify the Type of Work Instruction Document

The first step is to identify the purpose of the document. Whether it's the guide for a specific task or safety rules for a procedure, this information must be clear at the top of the document so everyone understands its purpose.

This way, the person won’t need further reading to understand the document. This becomes handy, especially when dealing with multiple projects with sequential tasks and instructions. By having the identification, the employee can easily find the document they’re looking for.

Write a Brief Introduction

Next to the title, it is recommended to add a brief description of the project it regards or the purpose of this document. For example, in a safety instruction template, the introduction should feature which project it regards. If it’s a general safety document, it should tell the reader why this safety protocol is essential.

Make sure to use simple language throughout the entire document. It must be easy to read and understand since it features vital rules for the business processes to work as expected.

Your introduction should not be too long since the clearer and shorter, the better for everybody’s understanding. Make sure your text doesn’t pass the first third of the page. 

List the Steps and Procedures

Now you have to list each step and procedure involved in the process. All the instructions should be featured in the correct order to avoid confusion when following them.

Make sure to highlight each step and use direct actions for them. This way, people can quickly understand and follow these steps as required.

Using a color code for the title of each step can also be a good idea, especially when dealing with complex tasks or a high number of procedures to be followed. They not only help the template to look more organized but also make it easier to understand.

Describe Each of These Steps

It is also important to briefly describe each of the steps and processes listed. The main reason is to make the information as clear as possible for readers.

The benefits go from higher readability to a decrease in the number of accidents and mistakes involving the processes.

Make sure your description is effective but short enough. Use your skills to synthesize all the necessary information in two or three sentences. 

Validate With Experts and Key Stakeholders

After listing and describing the items, you must validate them with an expert. They, along with the stakeholders, will review the document and the steps written.

If everything is correct, the document will be approved and ready to be shown to the employees. The two key characteristics that make an item be validated are the accuracy of the instructions and if they are current.

Review and Rewrite

After receiving feedback from the other parties, it is time to make the suggested adjustments. If they approved the document and didn’t ask for changes, it is always good to try to make it clear and more synthesized.

Rewriting is always important, especially when making work instructions for more complex activities. It is also recommended to show the experts every new document version to ensure it follows the required criteria and processes. 

Test It

After creating a version you consider ideal, it is time to make field tests with it. Show it to the employees and share the document with everyone it concerns.

After a determined period, you’ll gather data and direct feedback from the employees. That way, you’ll be able to determine whether the document needs a new version or not.

Share the Final Version

Now you just need to share the final version with all parties involved. Being the final version doesn’t mean it can’t be updated with time. Procedures and instructions are long-term documents, but they need to be updated occasionally, as the final product might change or for any other reason.

It is also recommended to keep these documents in the online format. This way, they can easily be shared and edited when necessary.

When looking for software to create a work instructions template, you will find numerous options online. From known programs to specialized tools, each one has its own features to help with this task.

Among all the options available, we highly recommend using Microsoft Word for this task. MS Word has the best tools set available and is also an industry standard. This means you won’t need extra software for other business tasks and can do everything in one place.

If you don’t have a Microsoft Office activation key, you can find one at RoyalCDKeys for a considerably lower price. This way, you can access multiple programs, including Word, and save money.

If you don’t want to create your work instruction template from scratch, there is no problem. Here are some free examples you can download and edit using Microsoft Word to best fit your needs.

Make sure to choose the correct type of template. This way, you’ll have more effective results.

Here are the examples:

Template #1

Production work instructions template. Document featuring all the necessary categories for creating clear instructions for the production process of a project.

Get this template

Template #2

Complete engineering work instruction template. Document dedicated to engineering projects that need work instructions for the tasks. 

Get this template

Template #3

Safety work instructions template. A document containing all the information necessary for a complete instruction guide. 

Get this template

Whether in construction business tasks or any other type of work, sometimes work instructions are indispensable for everything to go as planned and in the most efficient way. In these cases, the work instruction template can be the perfect tool for you and your employees.

With a suitable template and clear communication, you can create a work environment that is safer and optimized. But to achieve these results, the document must be reviewed multiple times and evaluated by professionals.

Once these requirements are done, your template will be ready to be used by the involved parties. Also, don’t be afraid to edit it as time passes and the procedures change.

Now that you know everything you need, it is time to start creating your work instruction template. Follow each step carefully, and you’ll have a document that directly impacts your business and generates positive results.