Create Digital Work Instructions with Knowby Pro

With Knowby Pro, creating, accessing, and sharing work instructions has never been easier. Create step-by-step work instructions using text, images and / or video then share via link or QR code. Discover how to write work instructions with this guide.

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What are Work Instructions?

Work Instructions are written step-by-step guidelines that explain how to perform work-related tasks or activities. They are essential tools that help organisations ensure that employees perform tasks consistently, efficiently, and accurately to achieve desired results. Work Instructions are often used alongside Standard Operating Procedures (SOPs) to break down complex processes into manageable actions.

Benefits of Implementing Work Instructions

Writing and implementing work instructions provide numerous long-term benefits that can drive organisational success. Here’s why they are essential:

Ensure consistency

Work instructions guarantee that every task is performed accurately and consistently, regardless of who is responsible for completing it.

Enhance efficiency

By offering clear, step-by-step directions, work instructions streamline workflows and minimise time spent on guesswork or trial and error.

Maintain compliance

Structured and standardised documentation ensures alignment with industry standards and regulatory requirements, reducing compliance risks.

Accelerate training and onboarding

With detailed work instructions at the ready, new employees can quickly understand and perform tasks with confidence.

Improve quality control

Standardised procedures help maintain high levels of quality by ensuring employees follow best practices every time.

Strengthen risk management

Minimise errors, accidents, and potential risks by providing comprehensive instructions for each task.

Different Formats for Work Instructions

There are different formats of work instructions that organisations can use depending on their use case and needs. Here are the common types of work instructions that businesses can choose from:

Step-by-Step Instructions/Text-based Format

The most basic format, listing each step of a process in order. It's commonly used for simpler tasks or when only textual explanations are required. Knowby Pro focuses on step-by-step instructions as it reduces cognitive load and is more likely to be used by employees and customers alike.

Flowchart Instructions

Flowcharts visually represent the sequence of steps in a process, using shapes like rectangles (for actions), diamonds (for decisions), and arrows (to indicate flow). This format is particularly helpful for processes involving decision-making or multiple branching steps.

Checklists

A practical format for routine tasks, checklists ensures that every required step is completed. With Knowby Pro, you can set steps to mandatory so the user has to move through each step in a sequence which is then recorded.

Image-based Instructions

Uses images, diagrams, or illustrations to show each step of the task, making it ideal for tasks that are visual or spatial in nature. This format is highly effective for training or for teams who are more visually oriented.

Video-based Format

A video format that visually demonstrates the task being performed. This is ideal for complex or multi-step tasks where seeing the process in action adds clarity.

How to Write Work Instructions

Here’s a step-by-step guide on how to write effective work instructions:

Step 1: Define the purpose and scope

Step 1: Define the purpose and scope

Clearly define the why of the task. Why is this work instruction needed? What will the worker achieve by following these instructions? Also set boundaries of the task—such as what is included in the task, and what is not? This helps prevent confusion about the responsibility or limits of the process.
Step 2: List materials and tools

Step 2: List materials and tools

Specify any parts, components, or consumables required for the task. Also list the tools, machinery, or equipment necessary to complete it.
Step: 3 Choose the format to be used

Step: 3 Choose the format to be used

Based on the task at hand, determine which work instruction format would best communicate the step-by-step instructions easily. For example, straight-to-the-point tasks can be effectively communicated with simple text or checklists, while others may require more visual or interactive formats to ensure clarity and reduce error. Refer to the previous section for these formats.
Step 4: Break down the process into simple steps

Step 4: Break down the process into simple steps

The core of any work instruction is the step-by-step approach. Ensure that the instructions are clear and concise, action-oriented, and in a logical sequence, with each step naturally leading to the next.
Step 5: Use visual aids as necessary

Step 5: Use visual aids as necessary

If it would be easier to show through visual imagery, add images or videos as necessary. With this, you can use tools or software like Knowby to help you create seamless work instructions and instruction manuals to share with your team.

Step 1: Define the purpose and scope

Clearly define the why of the task. Why is this work instruction needed? What will the worker achieve by following these instructions? Also set boundaries of the task—such as what is included in the task, and what is not? This helps prevent confusion about the responsibility or limits of the process.

Step 2: List materials and tools

Specify any parts, components, or consumables required for the task. Also list the tools, machinery, or equipment necessary to complete it.

Step: 3 Choose the format to be used

Based on the task at hand, determine which work instruction format would best communicate the step-by-step instructions easily. For example, straight-to-the-point tasks can be effectively communicated with simple text or checklists, while others may require more visual or interactive formats to ensure clarity and reduce error. Refer to the previous section for these formats.

Step 4: Break down the process into simple steps

The core of any work instruction is the step-by-step approach. Ensure that the instructions are clear and concise, action-oriented, and in a logical sequence, with each step naturally leading to the next.

Step 5: Use visual aids as necessary

If it would be easier to show through visual imagery, add images or videos as necessary. With this, you can use tools or software like Knowby to help you create seamless work instructions and instruction manuals to share with your team.

Why Use Knowby to Create Work Instructions?

With flexible access control capabilities, Knowby work instruction software can be used for both customer-facing instructions and internal staff processes, eliminating the need for multiple systems. Available in over 130 languages, the Knowby Pro platform allows you to create Work Instructions using a combination of text and images and / or video.

Customer Facing Instructions & Beyond

“Knowby is the best way to deliver any instruction. Now we use public Knowbys for our customers and we also use it as our work instructions for internal processes.

It's reduced our onboarding time and volume of customer enquiries”

Derek Mansur, Bronco Built

Quick QR Code Access

Nobody wants to read a manual. Make it easy for your customer and eliminate frustrations.

Allow employees or customers instant access to instructions using QR codes.

Track Who
Has Been Trained

In terms of safety and compliance, Knowby allows you to train and document who has been trained.

You can turn mandatory steps on and off in the backend so you have the flexibility of how you need employees or customers to move through each instruction.

Reduce Reliance
on Key Staff

"I think the value of Knowby internally is that we consider it to be the one source of truth. It has reduced reliance on a key man, which has added value to our business."

Derek Mansur, Bronco Built

Reduce Downtime

Making the knowledge accessible to everyone when and where they work means everyone has help when and where they need it.

“Knowby’s been great for implementing our products with customers, which has been a big hurdle in general.”

Tom, Bearhug Pallet Wraps.

Stand Out
From The Competition

“Knowby has been a great differentiator for Bronco Built by delivering exceptional instructions to our customers.”

Derek Mansur, Knowby customer

Work Instructions Examples

Knowby Pro, with its versatile features and user-friendly interface, is rapidly becoming an essential tool across various industries. In manufacturing, construction, and health and safety, Knowby Pro offers clear, accessible video instructions and detailed text guides that simplify complex procedures. From assembly line tasks and construction site protocols to health and safety guidelines, Knowby Pro's scannable QR codes provide instant access to critical information. This empowers workers to perform their duties accurately and safely, ensuring compliance and efficiency. Explore more examples below to see how Knowby Pro can streamline your operational processes.

Operator Training - K-Tec ADT Scraper

This Work Instruction covers the starting procedure for operating a K-TEC ADT scraper behind a Volvo articulating dump truck.

View Instruction

Procure to Pay - Create a Purchase Requisition Work Instruction

In this Work Instruction we'll be creating a purchase requisition. It's the first step in the procure-to-pay process.

View Instruction

Ford GT40 Start up Work Instruction

This Work Instruction guides you through the step-by-step process of starting a classic Ford GT40, from ignition to gear engagement.

View Instruction

Business Change Impact Assessment

Discover how to conduct a Change Impact Assessment with this Work Instruction. In just a few steps, learn to identify potential risks, engage stakeholders, and evaluate the impact on resources.

View Instruction

Create Digital Work Instructions with Knowby Pro

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What are Work Instructions?

Benefits of Implementing Work Instructions

Ensure consistency

Enhance efficiency

Maintain compliance

Accelerate training and onboarding

Improve quality control

Strengthen risk management

Case Study

How Bearhug Experienced A 30% Increase from Sample to Sale

Different Formats for Work Instructions

Step-by-Step Instructions/Text-based Format

Flowchart Instructions

Checklists

Image-based Instructions

Video-based Format