How to write Standard Work Instruction

The best way to ensure the standardization of a process is to develop and follow work instructions. Work instructions are written instruction on how to best perform a certain task and is considered an integral component of any lean system. The purpose of work instruction is to provide detailed steps on how processes should be conducted so that consistent performance is guaranteed.

For work instructions to be effective, they need to be well written and readily available. Strict document control is necessary to ensure that the latest copy is in circulation.

Work instructions should improve efficiency and reduce risk by minimizing the chance of errors occurring.

When writing your work instructions there should be no room for interpretation. Knowing how to write work instructions clearly and concisely ensures they know exactly how various tasks should be performed. Instructions should be brief and simple.

Here are 7 steps to writing effective work instructions:

Have a clear title: Give your work instructions some context by briefly explaining which process the task is part of. For example: “How to disinfect your hands”
Describe the purpose: What is the purpose of the work instruction and why are you preparing it. For example, a clear purpose would be “Avoid spreading bacteria to reduce the risk of falling ill.”
Describe how to do it: List the materials required to do the job and include any relevant or helpful references.
Format for easy reading: Add pictures or illustrations and think about what would help him/her digest the document.
Rewrite and simplify: Make sure your sentences aren’t longer than 15 words. Use short and simple words. Make it as easy as possible to read and understand.
Add a reference: It’s always helpful to provide sources and suggestions for further reading and learning by adding footnotes or an appendix at the end of the document.
Test on a colleague: To make sure your work instructions are easy to understand and follow, ask a colleague to perform the task by following your instructions. This will show you if certain parts or explanations are confusing or need further clarification.

You can download an example of simple work instructions on how to correctly wash your hands to protect against infection: