How to write instructions for an employee: template and example

First, determine the beginning and end

“Tell me how you work” is too broad a request. An experienced colleague will begin to list duties, will be distracted by rare cases and will miss the usual actions. Name a specific result: for example, prepare materials that the client sent to place the news.

Write down the starting event and the sign of completion. Start: the manager received text and images. End: the editor is given a kit that can be taken into work without additional searches. Everything between them should explain how to get this result.

Here we are talking about practical instructions for the work operation. It should not be automatically considered an official instruction, an occupational safety document or a mandatory legal regulation: such documents have another task.

What to ask the staff member on the review

Ask for one normal case from start to finish. If the process takes place on the screen, a demonstration is useful: the phrase “choosing the desired status” without the status name will not help the beginner. Recording and transcription will save the explanation, and add the screen images separately where you really need to see the element.

Do not immediately try to edit the speech beautifully. First, ask short clarifying questions. Hidden conditions often appear after “what if...”

Save the timecodes near the controversial draft spots. If the expert said “usually do this,” specify what rule is in effect now. An example of one person’s habit is not yet equal to the agreed order for the entire team.

How to transfer materials for news

Below is the fictional situation of the editorial team. The names of roles and conditions are necessary for example; replace them with your own rules.

1. Check the kit

   Open the materials sent. Make sure there is agreed text, images and signatures to them. If a separate confirmation of image usage is required in the command, include it in this list.

2. Request the missing

   If something is not, list specific gaps in one message to the manager. Do not mark the kit ready. Reopen the check after receiving the answer.

3. Gather the materials together

   Place the current versions in the task folder. Give the files clear names. Check the link with the access that the editor will have: the ability to open the folder from the author does not yet prove availability for a colleague.

4. Pass the finished kit

   Write the editor the name of the news, the link to the folder and the list of files. Specify open questions if they are allowed to be referred to the next stage. Ready to note according to the rule adopted in your team.

In the example, there is no invented period “within an hour”: it cannot be obtained from the original replica. The term should be called the owner of the process. The storage site, the responsible and the rule of processing urgent cases are also specified.

Work instruction template

Operation name:
When to use:
Who performs:
What to prepare and what accesses are needed:
The result to be obtained:

Step: [action]
Where: [system / document / workplace]
How to check the result of the step:
If the condition is not met:

When to stop and to whom to turn:
Example of the finished result:
Instructions holder:
Version and date of verification:
What has changed in this version:

Start the step with the action: “open”, “compare”, “pass”. If you need to change the program three times in one line or make several decisions, divide it. Explain “why do it” bet next to it when it helps to avoid mistakes.

Screenshot use for a difficult place, not for every obvious click. Sign what to find on it. The text step should remain clear if the image has not loaded or the interface has changed slightly.

Give the document to a person without prompting

Ask a colleague to pass the instruction on the training task. Do not intercept the work at the first hit-and-to-hatch: first write down what he lacked. If he asks “where to get this file?”, add the original data. If you did otherwise, check if there is a selection criterion in the text.

After the corrections, repeat only the problem areas. Then, secure one current version and the owner to report a process change. The date of verification is more useful than the promise that the document is “universal”. When changing the program, role or input data, return to the steps affected.

• It is clear from what event the work begins.
• Each step contains an action and a necessary condition.
• There is an example of a result, not just a description of the process.
• Exceptions lead to an understandable next action.
• The colleague was able to pass the process of the document.
• The instructions have the owner and the current version.