How to write understandable work instructions

S

Sharon_Noble

#11
We incorporate digital pictures into work instructions as much as possible when there might be an issue with differences in perception. We also use Flowcharts and Error-proofing wherever possible.
I would just like to have a document or tutorial, that could be given to employees who are responsible for writing instructions, that would reinforce the idea of writing an instruction for the masses, not the few.
As you can tell from my posts.....I do not write work instructions as no one would be able to follow them.....:biglaugh:
 
Elsmar Forum Sponsor

Caster

An Early Cover
Trusted Information Resource
#12
I would just like to have a document or tutorial, that could be given to employees who are responsible for writing instructions, that would reinforce the idea of writing an instruction for the masses, not the few......
Could you just take a few instructions that people agree are really good and use them as examples (templates)?

Years ago we have a work instruction on how to write a work instruction and after one long and painful meeting that bogged down on font size I deleted the whole thing, it was not value added, sometimes we go too far in quality world.
 
S

Sharon_Noble

#13
Judging by the responces I have received I don't beleive I made myself clear. :eek:
I am not looking for templates for work instructions (I standardized all document templates 5 years ago when I was in charge of Document Control)
I am looking for a training tool, maybe a video, that covers such basics as the importance of knowing your audiance, how helpful it is to get operator input, pitfalls of using works like somewhat, kind of, and similar, etc.....
I am the internal auditor here, not in charge of training, but thought I might be able to suggest something for our company that would result in more effectively written work instructions.
This would make my job auditing production processes much easier if the employees actually understood the work instructions.
Sometimes I think the people that write these instructions just want to show everyone that they know "Big Words"!:frust:
:thanks:
 
D

Dragonfly

#14
Try doing your work instructions in flow chart format. It not only requires clear thoughts so it will fit in the format, I think it omits a lot of the "words" that may confuse folks. I use side boxes for clarification if necessary, but usually the production associates have enough training to not require every last tiny detail to be written out. I also include photo boxes if necessary for complex assemblies. Make sure you 'try out' your work instruction on a person that is not associated with the process to see if they can follow the basic idea,I have found that to be one of the best tools for me to make sure I am getting across my point clearly.

Is there some kind of tutorial or standard out there that I can give our employees who create work instructions? Some of them seem to think that they are writing process instructions for engineers instead of production associates. I have come across some pretty bad work instructions, especially when auditing the shop floor. I have heard that the work instructions should never be written above a grade 6 reading comprehension level is this accurate? Not that the production employees are illiterate, just that for some, English is not their first language, and all our instruction are in English with pictures for clarifications.
I would appreciate any help on this as I seem to be fighting a losing battle when I write up an NC that a work instruction isn't "Legible" and I get...."Sure its legible I can read it!"
thanks
 
T

Tom W

#15
Several years back I took a class at the local Community College titled "Integrated Work Instructions" and it discussed creating work instructions with the word and picture / flowchart / diagram approach. Something like this might be a great tool for those that are tasked with creating the work instructions. You might be able to do a search on here or on a popular web search engine and find something about it.
 

Ajit Basrur

Staff member
Admin
#16
1. Write in bulleted form
2. Use simple language easily understood by everyone
3. Ensure proper flow of the methodology is maintained.
4. Wherever possible, use pictures for easy understanding.
 
K

kmyers

#17
First off the ops have to be invovled. In my past I created all the work instructions for the interior of the cadillac cts, during my tenure with an unnamed canadian manufacturer. One such instruction was for the cockpit(dashboard). These were written on 11x17 in. paper and it totalled over 75 pages. These included pics, arrows, specs, etc. The upper echelon of the company wanted these written at the 5 foot level and they were proven out by having employees follow these on their first day and do the appropriate job.

But I spent hours with the operators taking pictures and notes then verifying my notes. Just make sure that whoever is writing them tries to do they job from the instruction and think as a person who has never stepped foot in your facility.

Good Luck.:yes:
 
S

Sharon_Noble

#18
Thanks Tom... I will see if there are any courses like that in my area. This is kind of information I was looking for.
 
G

gfreely

#19
I understand your frustration as I end up hitting that wall regarding other aspects here. :frust:

Just a thought...

I see that are many great suggestions in this thread from smarter, more experienced people than me. However, as someone who regularly "fights" management to do the will of management, I offer this suggestion as a last resort:

Assuming that no headway has or can be made with creating the WIs the RIGHT way (legible & UNDERSTANDABLE to the end user), perhaps you could save your strength on this battle and let them do things their way. I am not suggesting compromising quality for the sake of "peace", but maybe you could let them write their instructions, then hold training to cover each and every line of them with the affected employees...Answer any questions, perform demonstrations, etc.

I hate to sound like I am suggesting giving up :truce:; that is just not my style :whip:. But I believe there comes a point where the difference of viewpoint and power-struggle can begin to cause an adverse reaction in a company's morale and product quality.

I only offer this suggestions because around MY work, I have had to learn to choose my battles wisely (or how far to fight them)...:blowup:
 
T

tsmith7858

#20
I have to agree with most of the covers, the only way to write an understandable work instruction is to work with the people who are using them when they are written.

That said, I am in the process of writing WIs for my company and I always struggle with making it sound to technical. My nature and education lead me to want them to sound a certain way even though I know it is not always right. No class will break me of the habit, it will just remind me that I am wrong (that was tough to say).

I use the operators to help gear things back. I ask them if they understand and if they do not, then I ask what they would say. Sometimes we have to negotiate some terms or we settle on pictures that aids in showing what is being said but in the end we get a WI that they can understand. And we have several languages here so it is not easy!

When all else fails, I take it to someone who knows nothing about the operation and see if they can do it with only the WI and no help.
 
Thread starter Similar threads Forum Replies Date
K Looking for guidance to write an SOP on Statistical Methodologies? Statistical Analysis Tools, Techniques and SPC 7
A Document Change Notice vs complete System re-write Manufacturing and Related Processes 4
K PQ validation qualification - Asked to write a PQ protocol ISO 13485:2016 - Medical Device Quality Management Systems 6
L How to write a proper defect description in a NCR Nonconformance and Corrective Action 4
qualprod When to write up a nonconformance and require a NCR - We produce labels ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 14
D Validation of existing equipment - I have been asked to write a quality assessment for equipment ISO 13485:2016 - Medical Device Quality Management Systems 13
M Medical Device Directive - Seeking common nonconformance write up scenarios CE Marking (Conformité Européene) / CB Scheme 2
N How to Write and Compile a Technical File for CE Marking CE Marking (Conformité Européene) / CB Scheme 4
qualprod Write down same nonconformity in several processes? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 10
A What ISO 9001:2015 clause could be used to write nonconformance for not updating licensed driver list? General Auditing Discussions 8
GStough Have You Had to Write a NC Against a Quality Manual in a Supplier Audit? General Auditing Discussions 12
D What is the appropriate way to write a conclusion from a % contribution result? Gage R&R (GR&R) and MSA (Measurement Systems Analysis) 4
M Who should write Departmental Work Instructions Document Control Systems, Procedures, Forms and Templates 6
L Requirement to write a Detailed Inspection Plan (DIP) APQP and PPAP 5
E How to write requirements for Medical App Validation and Verification IEC 62366 - Medical Device Usability Engineering 7
Z What to write on A3 Methodology Recognition Certificates? Six Sigma 2
T SOP for How to Write a Specification for Raw Materials and Finished Good ISO 13485:2016 - Medical Device Quality Management Systems 3
alonFAI Update an existing QMS manual or write a new one for AS9100C Certification? AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 2
E How to write a Project Plan to Overhaul our QMS ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 17
C How to write a Post Market Surveillance REPORT (not procedure) EU Medical Device Regulations 4
E How to write an Aseptic Media Fill Validation Document Other US Medical Device Regulations 2
Q Who must write Quality Manual as per ISO 9001 Clause 5.5.2? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 23
J Can An External Auditor Also Write The Same Non-Conformance As An Internal Auditor? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 6
C How to Write Procedures without too many Details ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 17
B How do I tell my boss to write neatly without offending her? Career and Occupation Discussions 8
W How to write an EASA 145 Quality Manual EASA and JAA Aviation Standards and Requirements 3
N Do I Need to Write a CAR for..... (All Opinions Wanted :) ) ISO 13485:2016 - Medical Device Quality Management Systems 7
B I'm trying to write detailed Customer Service Work Instructions Customer Complaints 10
T How do I control web-based asp forms/rpts that write to and pull from an Access DB Document Control Systems, Procedures, Forms and Templates 4
P Internal Audit Corrective Actions - Can a CB write an NC on an in-process CA? AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 27
J How to Write the Planned Interval to Conduct Internal Audit, Management Review, etc.. ISO 13485:2016 - Medical Device Quality Management Systems 3
A How to write a US FDA proof MDR procedure? Other US Medical Device Regulations 5
Y New Guidance for the Industry - How to write a Request for Designation (RFD) US Food and Drug Administration (FDA) 0
Q How to write Statement of Purpose for a Law School Admission Career and Occupation Discussions 9
K How to Write a User's Manual for Peachtree - Seeking help Document Control Systems, Procedures, Forms and Templates 4
K ISO 22000 requirement to write a Food Safety Manual Food Safety - ISO 22000, HACCP (21 CFR 120) 2
E How to write a Validation Risk Management Plan for Equipment ISO 14971 - Medical Device Risk Management 5
A How to write Quality Manual? Point to consider Quality Management System (QMS) Manuals 2
M How to write a Nonconformance Report ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 16
S How to write a Prerequisite Program (PRP) for food industry ? Food Safety - ISO 22000, HACCP (21 CFR 120) 11
B How to write a SOP for a Medical Device Document Control Systems, Procedures, Forms and Templates 4
E Software to Write and Control Work Instructions? Document Control Systems, Procedures, Forms and Templates 7
A How to write quality policy? Basics of Quality policy ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 3
L Is it required to write a formal corrective action on any nonconformance? AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 29
M How to write the Essential Requirements EU Medical Device Regulations 14
R How to write a Capacity Plan Quality Manager and Management Related Issues 2
N Four CMMs and would like to write programs for intermediate checks General Measurement Device and Calibration Topics 5
A How to write a Quality Policy Statement Quality Manager and Management Related Issues 11
Jen Kirley How does a Demingite write a good self evaluation? Career and Occupation Discussions 5
E Starting to write a Quality System Manual - Import/export medical devices - Need help ISO 13485:2016 - Medical Device Quality Management Systems 1

Similar threads

Top Bottom