What do you notice? Level 3 = Work Instructions – Any document that defines how work objectives are achieved. Stephanie quickly realizes that although the SOPs are complete and accurate, correctly detailing the WHO, WHAT and WHEN for all plant operations, something quite important is missing. Based on a user manual, work instructions should use simple language and be written using an uncomplicated step-by-step process with information that is essential to perform the task. Difference between SOPs and Work Instructions. Procedures and Work Instructions. It looks like an organizational chart. Manufacturing documentation comes in many flavors, and the specific document type and its purpose can vary from one assembly line to another. But when looking at work instructions versus SOPs (standard operating procedures), how do you decide which you need? The work instructions, the process and the procedure can sometimes be confused with each other by misuse of language or ignorance. The Line Operators were initially hesitant but began to understand the importance of standardizing methods and the implementation of Kaizen as it leads to significant cost savings over time. Message. Do you see a lot of different tasks being performed at the same time but intended to solve various issues. At the same time, the creative processes like putting together tradeshow presentations to product innovation debates are observed on the top floors. Work Instruction : the “how” of a procedure The confusion between what is a procedure and what is an instruction is magnified when organizations refer to them by different names. Similar terms include: Standard Operating Procedures (SOPs), Quality Manuals, Procedures, Work Processes, Job Breakdown Sheets, Work Standards, etc… In the interest of time, this article focuses on the specific distinction between Standard Work and Work Instructions… Of course, these are three quite different and distinct notions and you have to understand where stand the differences between them. It looks like an organizational chart. So then finally, do you need work instructions or SOPs? …and Work Instructions. SOP is basically - Standard Operating Procedure which details out step by step instructions on doing a project/assignment/task. Policies, Standard Operating Procedures, Work Instructions and Job Aids Understanding the Difference and the Value to Your Company If you are like most people, you have heard words like “policies,” “procedures… Process vs. Work Instruction. SOP, Standard Operating Plan if I understand you … When she asks the Line Supervisor to see the procedures, she is shown a binder full of Standard Operating Procedures. A useful way of understanding the difference between process, procedures and work instructions (and not getting too caught up with the definitions) is by thinking about it in layers. Basically, both procedures and instruction serve difference … Difference between Procedure and Work Instruction is that work instructions include the guidelines that need to be followed in performing a particular task while procedure means the accepted ways of performing a particular task. Inadequate SOP… Processes are cross-functional and define what is done and by whom. It should identify the PPE required, Pre-operational safety checks, Operational procedures… As a result, you need both work instructions and standard operating procedures (SOPs), but with a slight variation -- these need to be visual and electronic to keep up with the ever-changing regulations and best practices. Manage and work on your documents securely, at any time and from anywhere. Note: sometimes standard operating procedures are referred to as Work Instructions. The two support the policies established in the quality system manual [QSM]. Our instructions, SOPs, PMs or what we may call them, are often very detailed, maybe written by an engineer or some other support function. List all the activities and processes that will be documented; Ask employees who participate in the process/activity for help to prepare a highly detailed document that reflects reality; Observe the activity on-site to gain a basis in reality; Know the public that will use the documents and use adequate language; Whenever possible, use tables, flowcharts, images and photos to illustrate and facilitate understanding; Always update documents and train employees after each new revision; Use references, mainly in SOPs, when applicable; Verify if there is any procedure or instruction that needs to quote specific information in rules or legislation; When necessary, link procedures, processes, work instructions and records to the document; Ensure documents are easily accessible to the people that need access to them. Difference between SOPs and Work Instructions. With her newly-acquired role and the renewed status of SOYP Inc. as a world-class manufacturer, Stephanie decides to expand the company's manufacturing efforts into new sectors. In practice, standard work starts where the procedure ends. SOP is basically - Standard Operating Procedure which details out step by step instructions on doing a project/assignment/task. Work instructions for the SOYP Inc. shop floor will go a step further than explaining to the stitching line operator that the number of stitches per inch must be between 18 and 20 and must be checked hourly. What’s the difference between work instructions, work guides, SOPs and so on? Example: An example of what is becoming a common standard operating procedure can be seen in almost any food service organization or hospital: washing hands. … For the sake of simplicity, we’ll frame the Work Instruction vs. SOP conversation in the context of a manufacturing company, and we’ll give this hypothetical manufacturer the random name - Seat of Your Pants Inc. or SOYP Inc. for short. They are often depicted in diagrammatical form such as a decision tree or flowchart where the work … Standard work is the result of the effort the supervisor puts into mastering the procedure (usually written by engineering or another … Re: SOP, Work Instruction, & Procedures It is a matter of tiers, document hierarchy and level of detail. While the first is applied to operational activities and provide a wealth of details, SOPs are responsible for standardizing management processes, with the characteristic of being a system standard. So what are the key difference between processes, procedures and work instructions? If along the way, you identified starting points to implement better work instructions and SOPs management then we are happy to share our knowledge and tools to do so with a demonstration of our software. In any case, the purpose of the work instructions is to clearly explain how a particular work … Work instructions are also called work guides, Standard Operating Procedures (SOPs), job aids or user manuals, depending on the situation. •Identify which business processes to include … •Apply easy to use outlines and structure for the documentation process. When Stephanie asks line operators to see their procedures, they have no idea what she’s talking about. One sees 'SOP' (standard operating procedure) and sees 'WI' (work instruction) and wonders what the difference is. It tells how a series of … Businesses normally set rules on how the the work gets done, and will use standard operating procedures, called SOPs, as well as a set of policies and procedures to accomplish work predictably and efficiently. A SOP presents this information in a broad manner and generally using more technical language, according to the terms of legislation and standard norms. SoftExpert is a market leader in software for enterprise-wide business processes automation and improvement, compliance management and corporate governance, with more than 300,000 users from 2,000 organizations, operating in over 30 countries worldwide. On the other hand, let's look at the roles of the people involved. Although the initial investment into digital work instructions requires just a little bit of time to implement, your organization is certain to quickly realize the immediate and quantifiable savings. For training activities, as well as other types of activities, companies rely on standard documents. A lot of companies lack needed documentation, which happens to be why VKS exists in the first place. There are difference between … Of course, these are three quite different and distinct notions and you have to understand where stand the differences between them. A standard operating procedure (SOP) is a document that formalizes the tasks in an organization, linking them to the people responsible for them and to the resources used in each stage. Author. Similar terms include: Standard Operating Procedures (SOPs), Quality Manuals, Procedures, Work Processes, Job Breakdown Sheets, Work Standards, etc… In the interest of time, this article focuses on the specific distinction between Standard Work and Work Instructions… SOYP Inc. has been making jean shorts profitably for nearly 100 years, but today things will be different. It makes sure there’s no miscommunication and the task is done efficiently. Work Instructions:general job descriptions.just highlight what need to be done and sometimes work goals attached. By clicking the “Accept” button, you agree to our Privacy Policy and use of cookies. Soon, SOYP Inc. begins to run like a well-oiled machine. You could assume that the processes and procedures that govern and steer all these different activities are already well-documented. With VKS Lite, work instructions can be configured to show a line operation the exact steps required to set-up the machine to achieve the results needed. You can disable cookies through your browser's privacy settings. In other words, WIs show “how” activities are carried out. A Safe Operating Procedures or also known as a Safe Work Procedure (SWP) is a step by step set of instruction for a task or operating plant or equipment. SOP, Standard Operating Plan if I … And more importantly, how do you figure out which one your company needs? Let’s imagine a pharmaceutical company is going to hire an employee for the drug production line. Depending on the audience and purpose, procedures can range from verbal instructions to informal work instructions to visual workflows to formal documents. Key difference: In comparison, a procedure is less detailed than an instruction and it gives a general over view of what must be done.An instruction is more detailed and deals with the point by point guidelines oh how the said work must be done. SOPs vs. Work Instructions Whereas SOPs are top-level documents that tell employees which actions to take under a variety of circumstances, work instructions describe those actions in detail. If you’re in the “Not So Much” camp and are just beginning to realize that the lack of documentation is resulting in quality and productivity problems, just know that you’re not alone. What is the difference between an SOP (Standard Operating Procedure) and a WI (Work Instruction)? She is also certified as a leading auditor in the ISO 9001: 2015. Documenting a QMS allows an organization to clearly and concisely identify their processes, procedures and work instructions … In some organizations, work instructions are named “standard operating procedures… To answer this question, we need to look at it from the point of reconciliation. Procedures describe a process, while a work instruction describes how to perform the conversion itself. Most companies have an SOP or Policy on their procedureal documents which should actually define … Standard Work:it is similar to the standardize work.it contains check rules,products approval procedure … The Line Operators at SOYP Inc. need to understand the Who, What and When for running their area, line, etc. Process descriptions include details about … Although there is no official document with guidelines for preparing these documents, these are some tips that can help you plan an effective standardization model. They have the purpose of covering all of the steps in a process. This new employee must undergo a lot of training to be able to carry out the activities and assist in the production of batches of homogeneous drugs. Especially within the quality management system documentation, the hierarchy of these documents is different. She has solid experience in the quality area in the food industries with a focus on monitoring and adapting internal and external auditing processes, documentation of the quality management system (ISO 9001, FSSC 22000, ISO / IEC 17025), Quality Control, Regulatory Affairs, GMP, HACCP and Food Chemical Codex (FCC). For her part, Stephanie has been quickly promoted up the ranks to COO. Below is an example of a hierarchy structure: Thus, WIs are at a level below the procedures and the distinction between these documents is made based on their use and degree of detail. What is the difference between a SOP … In addition to describing the activities and those responsible for them, these documents provide more details on the tasks, including aspects such as the mode and time of execution. Differences between Processes, Procedures and Work Instructions. Copyright © SoftExpert Software for Performance Excellence. Find out: What Are Digital Work Instructions? As these are two of the most prevalent types of instructions, it's important to find the optimal option for your company. Based on a user manual, work instructions should use simple language and be written using an uncomplicated step-by-step process with information that is essential to perform the task. Stephanie is a new college graduate from a top engineering school and within minutes of stepping onto the shop floor, she starts to see problems. Por: Pedro Robledo, BPM process management expert Many people often confuse these three terms: business Process, Procedure, and Work Instruction.In fact, most people write work instructions and call them procedures, and define a procedure … Difference Between Policies & Procedures Vs. SOPs. In any case, the purpose of the work instructions is to clearly explain how a particular work … Re: SOP, Work Instruction, & Procedures It is a matter of tiers, document hierarchy and level of detail. There is a lot of confusion in my company reagarding this distinction. Work instructions (WIs) are elaborated and linked to the SOP. Author. Whether or not the quality system … The missing How are work instructions, and include step by step, detailed task level instructions. What is an SOP? Most of the hand-washing SOPs contain some version of the following. They all possess specific knowledge that work instructions attempt to capture and distribute to your other workers. Standardized work in Lean is not a SOP. The Regulation. Most companies have an SOP or Policy on their procedureal documents which should actually define each … In this way, it provides the identification of the data of “who,” “what” and “when” all phases of operations are carried out. You may be right in your thinking for some situations, but for many others, not so much. These instructions … Message. Procedure vs. Business Analyst at SoftExpert, graduated in Food Engineering at Instituto Mauá de Tecnologia. Por: Pedro Robledo, BPM process management expert Many people often confuse these three terms: business Process, Procedure, and Work Instruction.In fact, most people write work instructions and call them procedures, and define a procedure … Standardized work and Kaizen have transformed the plant into an efficient, high-quality manufacturer. The problem is that the reply contradicts the instruction I received: namely that SOPS are NOT step by step instructions – they can include workflow diagrams, etc, to explain how a process works. A Procedure is more detailed than a process, but less detailed than a work instruction. Although they share similar structures, in general, WIs and SOPs have different functions. The Excellence Blog shares knowledge, concepts and solutions for excellence in management. For SOYP Inc. and any company like it, there are five powerful benefits to implementing detailed work instructions for the shop floor: Realizing the importance of work instructions, Stephanie went to work documenting in detail how each task is performed using images wherever possible. Does it matter what a certain type of document in a company is … We are a bio-tech company that makes hardware and software products that are sold to both R&D and GMP labs. This website uses cookies to provide you with the best user experience. The work instructions, the process and the procedure can sometimes be confused with each other by misuse of language or ignorance. The HOW. You may see High-Mix Low-Volume operations (HMLV) or Low-Mix High-Volume operations (LMHV) being carried out every minute on the shop floors. Work instructions are also called work guides, Standard Operating Procedures (SOPs), job aids or user manuals, depending on the situation. It makes sure there’s no miscommunication and the task is done efficiently. Regardless of the business area, companies need to have well defined standard documents since they help people to understand how to perform routine tasks safely, in compliance with regulations and consistently, regardless of the person responsible for carrying out the activity. Standardized work not the same thing as writing instructions. Images, photos and tables can be used to further facilitate employee understanding. Today, Stephanie, a fresh face walked in the door. If I create Work Instructions, how does that differ from a user manual? The Relationship Between Processes, Procedures and Work Instructions. Subscribe to our Newsletter and get content about corporate management's best practices produced by specialists. What’s the difference between work instructions, work guides, SOPs and so on? A process is the highest level, followed by procedures, and finally work instructions. Work Instruction : the “how” of a procedure Level 4 = Records – evidence of … Images, photos and tables can be used to further facilitate employee understanding. Take a moment to visualize yourself walking through your organization. Every step or setting added is then played in the correct sequence each time, using images and videos to further simplify the process and make it clearer. With respect to legislation, there is no difference between the two terms. These … I will try to illustrate the difference through an example. By clicking the button below, you confirm that you have read and accept our Privacy Policy. Work instructions, on the other … Level 2 = Procedures – Document interection between departments/business units in terms of input/outputs. Blog posts from SoftExpert about Automotive Industry. An automated solution helps in the preparation, organization, management and control of documents, ensuring that anyone can easily find documents when they need them, and in accordance with the security level of each one of them. A useful way of understanding the difference between process, procedures and work instructions (and not getting too caught up with the definitions) is by thinking about it in layers. For example, a procedure may be referred to as a method or plan; an instruction may be called directions or guidance. This begins with a basic understanding of the hierarchy of these terms and how to efficiently categorize the workings of a management system within them. Work instructions for the SOYP Inc. shop floor will go a step further than explaining to the stitching line operator that the number of stitches per inch must be between … A process is the highest level, followed by procedures, and finally work instructions. In the hierarchy of quality system documents, there are procedures and work instructions. WORK INSTRUCTIONS If SOPs relay the “what” and “who” of a job, work instructions tell you “how.” These step-by-step instructions tend to be department- or job-specific and explain how to … Differences between Processes, Procedures and Work Instructions. People with the same jobs are doing them differently, producing inconsistent results and making Kaizen all but impossible. Both are related with the policies and guidelines of a particular activity. This article briefly analyzes the two concepts, procedures and work instructions. We know that the transfer of knowledge from an older employee to a new one is a flawed way of doing the transfer. There are product engineers, accountants, technicians, line operators, and so many others. Let us … So what’s the right way to train the person? We hope that with this simple and yet comical example, you have a better understanding of how work instructions and SOPs differ, along with what you are missing in your own operation. Also, there must be some relationship between the Process Map, the SOP and the Work Instructions, … Both can be applied at all stages of the process and seek to ensure that people do the same task uniformly. Simply put: Discover SoftExpert Document, a software solution that allows organizations to effectively and efficiently automate the management of electronic and paper documents over their entire life cycle. Many people often confuse these three terms: business Process, Procedure, and Work Instruction.In fact, most people write work instructions … The fact that SOP or Standard Operation Procedure has the term “Procedure… Even if the person has experience in this role, a new company means new rules, new equipment, new formulas etc. However, before jumping off into the great documentation abyss (and it can be an abyss if not done well), let’s clarify a common point of confusion for even the most seasoned professional. but without the How, plant leadership is leaving a significant grey area open to translation, or opinion as to whose method is best, fastest, safest, etc. •Define the differences between a policy, procedure, and work instruction (PPWI). What is standardized work and how is it different than the usual job instructions? In addition to passing on bad habits, there is also the chance of forgetting some essential parts of the process. It tells how a series of sequential tasks should be performed to achieve a specific outcome. The missing How are work instructions, and include step by step, detailed task level instructions. When a company documents its QMS, it is an effective practice to clearly and concisely identify their processes, procedures and work instructions in order to explain and control how it meets the requirements of ISO 9001:2015. SOW is - Scope of Work… Read Next: What Do VKS and SOPs Have in Common?