How to Write Work Instructions
Quality Management System
Quality Manual
I
II System Procedures
W.I., Test Methods,
III SOPs
IV Records
2
Quality Management System
Quality Manualdocuments the intent of the
organization to meet standards requirements.
Provides a broad outline of the Quality
Management System. Includes Quality Policy
and Quality Objectives.
Proceduresprovides information as to what
is to be done to meet the requirements of the
standard or the company.
4
Department Procedures
Each department has standardized procedures
Ensures uniformity of products, reporting, etc.
Some procedures tie different departments
together.
Quality Management System (cont.)
Work instructions (SOPs)gives details of
how to do something.
Company determines how many and when
appropriate.
Also depends on complexity of operation.
Recordsprovides a history and proof.
What is a Work Instruction?
- A document describing specific activities and tasks containing
a great amount of detail.
- As a component of a process, defines how one or more
activities in a procedure should be executed in detail, using
technology or other resources.
- A Document containing detailed instructions that specify
exactly what steps to follow to carry out an Activity. A work
instruction contains much more detail than a Procedure and is
only created if very detailed instructions are needed.
- A detailed set of instructions the describe exactly how a low-
level activity must be carried out.
Work Instructions vs. Procedures
Procedures describe:
- What the activity is.
- Who preforms it.
- When it is preformed.
Work Instructions describe:
- How the activity is performed.
Can be used inter-changeably in many situations.
How to Write Work Instructions
Overview- describe what the Work Instructions does.
Objective- describe the objective and what the user
can expect to happen after they have completed the
activity.
Triggers- identify any triggers required to start the
activity.
Inputs- describe any inputs required from other
procedures/processes, department, etc.
Outputs- describe the outputs generated by the Work
Instruction.
How to write step-by-step instructions
Describe the detailed instructions for the work.
Identify roles and responsibilities.
Give each activity its own title.
One role activities. Dont combine two roles in the
same step.
Number each step.
Use consistent formatting.
Document control-Version#, Date ,Doc name,
Detail of change, Review date, etc.
Lets Make a Paper Airplane
9 basic steps of writing Work Instructions
1. Know exactly how to do the task.
2. Plan how to write steps in order.
3. Write instructions beginning with a verb.
4. Write each step as a small piece.
5. Include warnings as pre-steps.
6. Write the steps in logical order.
7. Review and edit instructions carefully.
8. Express steps in the positive.
9. Avoid expressing opinions, preferences, or choices.
9 basic steps of writing Work Instructions
1. Know exactly how to do the task.
2. Plan how to write steps in order.
3. Write instructions beginning with a verb.
4. Write each step as a small piece.
5. Include warnings as pre-steps.
6. Write the steps in logical order.
7. Review and edit instructions carefully.
8. Express steps in the positive.
9. Avoid expressing opinions, preferences, or choices.
Further Discussion
