Welcome to Work Instructions 101. As a contract manufacturer routinely involved in new production launches, we develop work instructions for showing our operators what they are expected to do on every separate production.
There are a number of FAQs about work instructions that it will be helpful for anyone manufacturing in Asia to have answers to.
What format should a new work instruction take?
No 101 about work instructions could be complete without showing you what they look like. As long as it displays the correct and useful information that operators require to do their job properly, the format isn’t fixed. We use a spreadsheet and make a printed version to attach to the production line where required.
Just for reference, here’s our work instruction format (with headers translated into English):
You can see that the space for visual guidance dominates, but there are also clear sections outlining the processes, tools, and parts required for the job.
More and more factories are showing those documents on TV screens, or (better) in an interactive way on tablets with available videos etc. but we usually suggest first getting it right in a low-tech manner… with paper.
You can also see a WI example in this post, where it was hand-drawn and hand-written on a piece of paper. That can do the job, and in a small factory that’s much better than the alternative (nothing documented).
Work Instructions FAQs
Let’s get into the real meat of work instructions 101 and cover some of the most common questions we’re asked about them:
- What are Work Instructions (WIs)?
Work Instructions (WIs) are step-by-step guides for operators working on the factory floor that show, in detail, how to perform specific tasks or operations. The task or operation the work instructions relate to are commonly broken down into easy-to-follow steps, accompanied by visuals to show the operator what to do as well as telling them. For example, “insert screw A into hole 3” will also show an image of the correct screw being placed into the right hole.
In addition, work instructions may also include guidance on which tool should be used for which step, and lessons-learned information gained from prior productions that could help operators avoid mistakes that were made in the past.
Quality, consistency, and safety will be enhanced if the instructions are followed to the letter. - What do good manufacturing work instructions tend to include, for each position or process step?
- Product reference
- Identification of component(s) involved
- Identification of the equipment and/or tooling involved
- Instructions on how to do the work, as visual as possible
- How to verify the work is done correctly, including good and bad examples
- Manufacturing time (for balancing an assembly line, typically)
- Any special requirements, such as specifically trained operators
- At the same time as a process engineer documents work instructions, what else should he pay attention to, in the case of an assembly line?
- Is the work balanced, or will some stations go much faster than others?
- Are any operations useless? (For example, if cables are too long, they need to be twisted and arranged nicely to fit in the casing, and shortening the cables would save time)
- Are there assembly fixtures wherever they would be useful?
- Is there systematically a jig for holding the PCBA as it gets soldered?
- Is there a need for semi-automation? Think of things like a screw dispenser, a glue dispenser, a sticky label dispenser…
- If an operation can’t be guided by a fixture/jig, is there a way for the worker to quickly check if he/she did a good job? (For example, if cutting was done to the right length.)
- If production volume increases significantly, what other process/machines could be used?
- Is there a difference between SOPs and WIs?
This is mostly semantics. In China, both are used interchangeably. In many American and European companies, an SOP (standard operating procedure) outlines what is to be done, by whom, and when. However, they commonly don’t go into great detail about the process itself (the ‘how’).
Work instructions do outline the process in a detailed step-by-step format. - Why should WIs include images or visuals?
While work instructions should be written in text form, images help operators understand the processes and learn their jobs faster than before. It is possible to show even the most complex tasks visually which can help improve operators’ accuracy because text might sometimes be a little ambiguous or harder to follow.
Consider IKEA’s assembly instructions. They are almost 100% visual with no need for text at all, demonstrating how effective images can be for assembly. - How are WIs connected to mistake-proofing?
Mistake-proofing, or Poka-Yoke, is where physical tools like jigs and fixtures are put in place to stop operators from doing something incorrectly that could result in product defects. (Some weaker mistake proofing approaches, such as an alert or a checklist are helpful, too.) The work instructions they’re using will usually include the mistake-proofing information. Some examples would be:
A fixture with holes that only allow one kind of component to pass through it and be attached, wire connectors made to be fitted in a certain way (think USB), color-coded parts, a jig that forces the operator to orient a part in the correct position so it cannot be assembled incorrectly, and more. - Should the operators help review and improve WIs?
Ideally, yes! Since the operators are the people who are getting daily experience on the assembly line, getting their feedback can help to refine and create new WIs, and an added benefit is that the factory fosters an engaged and invested workforce as they know that their experience is valued. Regular feedback also helps to keep the WIs ‘current’ which is a best practice to keep them accurate and relevant (and don’t forget to log when changes were made). However, if process engineers are deeply involved and operators aren’t, that’s not a very bad sign — but hopefully an operator who sees an issue or a disconnect will mention it! - Can work instructions improve worker safety?
Sure. There is no rule that WIs must only include one specific kind of information. Operators will benefit from knowing information about the safe operation of, say, the machinery being used, so this should be included as a reminder. For example, the WI can clearly state and show which tools and PPE must be used for a specific process for the operator to carry it out safely. - Are work instructions connected to ISO 9001?
Yes and no. ISO 9001:2015 does not specifically demand that work instructions must be created, but most manufacturing business putting in place a Quality Management System (QMS) and seeking ISO 9001 certification will use them, simply because it is a good practice. A focus of the certification is on controlling quality, and it is definitely advantageous for manufacturers in particular to implement WIs for that aim. If the instruction reduces the risks of operators producing poor quality or defective products, then it will be a useful part of the foundation of that manufacturer’s QMS. - How should work instructions be written?
Clarity is key here. The WI should include: Title, a summary describing the task, the actual step-by-step information for the operator, and images. Sentences should be kept short, in plain and clear language, free from jargon and acronyms where possible, and consistent. Confused operators are the worst possible outcome, so for this reason, the WIs should be written in their local language if manufacturing is taking place in, say, an Asian country.
Learn more about work instructions
OK, you’ve now graduated from Work Instructions 101, but the journey to writing better instructions for your operators is only just beginning.
Next, read this post: How To Write Good Work Instructions for Production Operators & Inspectors [9 Tips]
You may also enjoy this video about writing good guidelines (including WIs):
