Work Instructions are critical documents within your organization's Quality Management System (QMS). Unlike Standard Operating Procedures (SOPs), which describe the “Who, What, When, and Where” of your defined processes, the Work Instruction informs your employees “How” to do something. This is why clear, concise Work Instructions, written with language that EVERYONE can easily understand, are so important. The quality of your product or service depends on it, and your Customers expect it. 👍
Hi Christopher, thank you for adding these insights and differentiating between Work Instructions and SOPs. I appreciate your emphasis on the need for the HOW in Work Instructions. And you're so right: Since the entire purpose of Work Instructions is to help the actual "doer" know HOW to do the doing... Yep... they need to be clear and use familiar language.
Thank you for the tips! "Please clean the area after use." I'm not a native speaker so I might sometimes not 'feel' the language. What can be the purpose of this "please" in an instruction? I'm not sure whether instructions need any intentional politeness; there would be a 'please' in every step otherwise. The only thing I can imagine is a 'please' in the very last step that can be considered a sort of icebreaker. I would appreciate any comments about that.
What a fantastic question; thanks, Mr. Pri Boris! I received a similar question in a live session last week, and I appreciate you asking it here. Agreed: We do not want a "please" in every step. I personally use "please" if it's in an email, Teams post, or message, and I am asking for one thing. However, I do not use "please" in a list of steps. I agree with you. It would be too much in a list of steps. I like your idea of a possible "please" near the end, or I would consider one at the beginning-maybe something like this: Please follow these steps when using the machine: - clean the area - unplug the machine - leave x and y for the. next user... What do you think?
I’d like to add that writing is relational. Desired outcomes can be improved with strategic writing. I offer the following examples: - Connect part A to part B. - Place all scrap parts in the “SCRAP” bin. - Clean all work surfaces before shift change. - Rotate the control switch to “PROGRAM”. In one of the above examples, adding “Please” to the beginning has the potential to improve the desired outcome. Part A, part B, the scrap parts and bin, and the control switch can’t relate, but the people on 2nd and 3rd shift can. 😉
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Yes! Reduce mental load in our writing - I love this concept. thank you
Thanks for your comment! Yes, when we reduce mental load for our readers, they're more likely to:
- not get confused
- do what we hope they will!
This video on clarity was a textbook example of clarity.
😆 Glad to hear it, BufordGhoons! I avoided irony on this one lol. Thanks for your comment!
😄
Thanks
You are welcome! :)
Work Instructions are critical documents within your organization's Quality Management System (QMS). Unlike Standard Operating Procedures (SOPs), which describe the “Who, What, When, and Where” of your defined processes, the Work Instruction informs your employees “How” to do something. This is why clear, concise Work Instructions, written with language that EVERYONE can easily understand, are so important. The quality of your product or service depends on it, and your Customers expect it. 👍
Hi Christopher, thank you for adding these insights and differentiating between Work Instructions and SOPs. I appreciate your emphasis on the need for the HOW in Work Instructions.
And you're so right: Since the entire purpose of Work Instructions is to help the actual "doer" know HOW to do the doing... Yep... they need to be clear and use familiar language.
Thank you for the tips! "Please clean the area after use." I'm not a native speaker so I might sometimes not 'feel' the language. What can be the purpose of this "please" in an instruction? I'm not sure whether instructions need any intentional politeness; there would be a 'please' in every step otherwise. The only thing I can imagine is a 'please' in the very last step that can be considered a sort of icebreaker. I would appreciate any comments about that.
What a fantastic question; thanks, Mr. Pri Boris! I received a similar question in a live session last week, and I appreciate you asking it here.
Agreed: We do not want a "please" in every step. I personally use "please" if it's in an email, Teams post, or message, and I am asking for one thing.
However, I do not use "please" in a list of steps. I agree with you. It would be too much in a list of steps.
I like your idea of a possible "please" near the end, or I would consider one at the beginning-maybe something like this:
Please follow these steps when using the machine:
- clean the area
- unplug the machine
- leave x and y for the. next user...
What do you think?
I’d like to add that writing is relational. Desired outcomes can be improved with strategic writing. I offer the following examples:
- Connect part A to part B.
- Place all scrap parts in the “SCRAP” bin.
- Clean all work surfaces before shift change.
- Rotate the control switch to “PROGRAM”.
In one of the above examples, adding “Please” to the beginning has the potential to improve the desired outcome. Part A, part B, the scrap parts and bin, and the control switch can’t relate, but the people on 2nd and 3rd shift can. 😉
Great example; thank you, Christopher!
Thank you for the examples!
Anytime!