The assembly instructions for Variant B are a copy of the instructions for Variant A, with three modified photos and a note in red. Since the last revision, there have been four versions in circulation, two of which are laminated on the production line. Anyone who wants to create work instructions that will still be accurate even after the tenth product change needs software that supports variants, versions, and approvals. Word alone is not sufficient for this.
Key Points at a Glance
- A work instruction describes, step by step, how a task is to be performed at a specific workstation. It is distinct from the operating instructions, which protect against hazards in accordance with § 12 BetrSichV and § 14 GefStoffV.
- IATF 16949 requires in Section 8.5.1.2 that work instructions be understandable, legible, written in the employees’ language, and accessible at the workplace.
- Software for creating work instructions manages variants using attributes rather than copies, versions every change, and handles approval by quality assurance and production management.
- AI can convert existing Word, PowerPoint, and PDF files into structured work steps. A technically responsible person must still review and approve them.
In summary
Structure
A work instruction consists of a header with scope and version information, and individual steps with an image, action, and inspection criterion.
Maintenance
You maintain variants using characteristics within a procedure, not by creating copies. Each change generates a new, approved version.
Responsibility
AI speeds up the creation process. Technical review and approval remain the responsibility of humans.
In many plants, work instructions are still created the same way: A foreman or process planner writes them in Word, inserts photos, prints them out, and posts them at the workstation. This works until the first variant is added, the first translation is needed, or an audit asks for the current version.
Here you’ll learn what should be included in a manufacturing work instruction, how to create them step by step using software, the rules for formulating work steps, and how to organize variants, approvals, versions, and languages. Finally, you’ll find criteria for selecting the right software.
Contents of this article
01What Is a Manufacturing Work Instruction?
02What must a work instruction contain?
03Why do Word and PDF have limitations when creating work instructions?
04How do you create a work instruction using software?
05How do you describe work steps clearly?
06How do you represent variations without copying instructions?
07How does AI-powered creation from Word, PowerPoint, and PDF work?
08How do you organize approval, versioning, and change management?
09How do you make work instructions multilingual?
10What features does software for creating work instructions need?
11How do PG and SKILL in Manufacturing OS support the creation process?
12Frequently Asked Questions: Creating Work Instructions with Software
01 · Basics
What is a work instruction in manufacturing?
A work instruction describes how a specific task is performed at a specific workstation: in what order, with which tool, using which specified values, and how the employee can tell that the step has been completed correctly. In English, it is called a “work instruction”; in a Lean context, it is also referred to as “standard work.”
In quality management, the work instruction is at the lowest level of documentation, directly tied to the task. Above it is the procedure manual, which describes a process spanning multiple workstations. Separate from these is the safety instruction manual. The KomNet occupational safety portal of the state of North Rhine-Westphalia clearly distinguishes between the two: The operational safety instruction is based on occupational safety law, such as Section 12 of the Occupational Safety Ordinance and Section 14 of the Hazardous Substances Ordinance; the work instruction, on the other hand, specifies in detail how a work task is to be performed.
| Document | Answers | Applies to | Basis |
|---|---|---|---|
| Procedural Instructions | Who does what in which process? | A process involving multiple departments | Quality management system, such as ISO 9001 |
| Work Instruction | How is this task carried out step by step? | A workstation or work step | Quality management system, IATF 16949 Section 8.5.1.2 |
| Operating Instructions | What hazards exist, and how do employees protect themselves? | A piece of equipment or a hazardous substance | Section 12 of the Occupational Safety Regulation (BetrSichV), Section 14 of the Hazardous Substances Regulation (GefStoffV) |
According to § 12 BetrSichV and § 14 GefStoffV, the operating instructions must be available at the workplace before employees use a piece of equipment for the first time or begin work. A well-written work instruction refers to the corresponding operating instructions but does not replace them. The article “Worker Guidance: Definition, Functions, and Benefits Explained” illustrates how a work instruction differs from a guided worker procedure.
Work Instructions by the Numbers
20
Words per sentence in a procedure as the upper limit
Source: STE100 of the ASD Association, Rule 5.1
4
Requirements for work instructions in IATF 16949
Source: IATF 16949:2016, Section 8.5.1.2
18,829
Workflows Digitized with PG at Stadler
Source: CSP Customer Project Stadler
6,960
Images integrated into work instructions at Stadler
Source: CSP Customer Project: Stadler
02 · Assembly
What must a work instruction include?
A manufacturing work instruction consists of two parts. The header specifies what the document applies to and which version is current. The step section describes the task itself. Every manufacturing work instruction must include the following fields:
| Section | Field | Content |
|---|---|---|
| Header | Title and ID | Unique name and document number, such as Step 40, Pre-assemble Housing |
| Header | Scope | Workstation, product, variants, and work step to which the instruction applies |
| Header | Version and Approval | Version number, date, creator, reviewer, and approver |
| Header | Prerequisites | Required qualifications, tools, test equipment, materials, and personal protective equipment |
| Step | Action | A work step described as a brief instruction using a verb |
| Step | Image or video | Photo of the target state with the relevant area marked |
| Step | Specified values | Torque, angle, program, or quantity, if applicable |
| Step | Inspection characteristic | How the employee can tell that the step is correct |
| Step | Safety Note | Hazard and protective measure, immediately preceding the step in question |
| Step | Acknowledgment | Confirmation by the employee or automatic recording |
For suppliers to the automotive industry, there is an additional standard requirement. IATF 16949 requires in Section 8.5.1.2 that standard work documents meet four conditions:
01
Understood
The instructions are communicated to the employees carrying out the work and are understood by them. Document the training and verify understanding; do not simply post the instructions.
02
Legible
The instructions are legible. Clear font, adequate image size, no yellowed printouts at the workstation.
03
In the Right Language
The instructions are provided in a language that the staff understands. Maintain translations or make greater use of images.
04
Accessible
The instructions are available at the designated workstation. They should be displayed at the workstation, not in the foreman’s office.
ISO 9001:2015 also addresses the control of documented information in Section 7.5.3: distribution, access, changes with version control, and retention. For work instructions, this means that it must be clear at all times which version is current.
03 · The Current Situation
Why do Word and PDF reach their limits when creating work instructions?
Word works well for writing. Things get tricky afterward, with variations, versions, approvals, and distribution. You rarely notice this with the first document; it usually becomes apparent only after a few hundred, when maintenance accounts for the bulk of the work.
| Task | Word and PDF | Software for work instructions |
|---|---|---|
| Variants | One copy per variant; changes must be updated in each copy | One set of instructions; steps are shown or hidden based on characteristics for each variant |
| Images | Photos are inserted, scaled, and reset with every change | Images are assigned to a step and marked there |
| Versions | File names such as final_v3_new; current status unclear | Version number, reason for change, and approval status for each version |
| Approval | Signature on the printout or via email | Defined approval process with roles in the system |
| Distribution | Print, distribute, and collect old printouts | The approved version takes effect immediately at all workstations |
| Languages | Separate file for each language, often with a different version | Translations are linked to the same version |
| Verification | No record of who worked on which version | Execution documented for each step with version information |
Software for creating work instructions is not automatically a worker guidance system. An editor helps with creation. Worker guidance only occurs when the system displays the instructions at the workstation based on the order and variant and records their execution. The article “Digital Work Instructions: A Practical Guide for Production” describes what digital work instructions achieve in the workplace and how to implement them.
Common Mistake: Photocopied Folders: If you start the digitization process by placing all existing Word files as PDFs on a screen, you’ve merely moved the instructions around. The duplicate copies for each variant, the outdated photos, and the unclear versions all come along with them. Use this transition as an opportunity to break down each instruction into steps and consolidate duplicates.
04 · Step by Step
How do you create a work instruction using software?
The process consists of seven steps that build on one another. If a step is skipped, it usually becomes apparent later—during an audit or when a complaint is filed.
Here’s how to create one
Seven Steps to an Approved Work Instruction
01
Record the workflow at the workstation
Accompany an experienced employee and take photos or video of the workflow at the actual workstation, not in a conference room.
02
Break it down into steps
Break down the process so that each step consists of exactly one action. A step ends where a result can be verified.
03
Formulate the Instructions
For each step, write a brief instruction using a verb. Background information and rationale belong in a note, not in the instruction itself.
04
Assign and Highlight Images
Assign a photo of the target state to each step and mark the relevant area.
05
Enter Values and Inspection Criteria
Enter the torque, program, quantity, and the inspection criterion that indicates the step is complete.
06
Link Variants
Specify which variants a step applies to, instead of copying the instruction.
07
Test and Approve
Have an employee who is unfamiliar with the process follow the instructions. Only then does Quality Assurance review and approve the process.
Testing with an inexperienced employee is often skipped, but it’s particularly insightful. Those who are familiar with a process tend to apply their existing knowledge when reviewing their own instructions, which causes them to overlook gaps. The article “Onboarding Software in Manufacturing: Shortening the Training Period” demonstrates just how much training time a well-structured set of instructions can save.
Free Practical Guide
Seven Principles of Safe Worker Guidance
This free practical guide summarizes the seven principles of safe worker guidance, including a self-assessment for your production line and a bonus chapter on how AI generates structured work instructions from Word, PowerPoint, and PDF files.
05 · Writing Guidelines
How do you describe work steps in a way that’s easy to understand?
There is a proven model from the aviation industry for writing procedural instructions. The STE100 (Simplified Technical English) specification from the European aerospace association ASD establishes rules for maintenance documentation that even readers for whom English is not their native language can clearly understand. The specification is written in English, but its basic rules can be applied to German work instructions.
Writing Rules for Work Steps
| Rule | Instead of | Better |
|---|---|---|
| One action per sentence | Plug in the connector and route the cable through the conduit. | Plug in connector X12. Run the cable through channel A. |
| No more than 20 words per instruction | After the housing has been inserted into the holder, make sure that ... | Insert the housing into holder 2. The tab should point upward. |
| Active and Direct | Tighten the screws in a crisscross pattern. | Tighten the screws in a crisscross pattern. |
| One term for one thing | Bracket, clip, and clamp for the same part | Always use bracket H3, as specified in the bill of materials |
| Warning before proceeding | Activate the press. Caution: Keep hands out of the work area. | Remove your hands from the work area. Then activate the press. |
Two rules carry extra weight in manufacturing. Use the designation from the bill of materials or part identification for components so that the instructions and the material match. And always write numbers with the unit and tolerance, i.e., 12 Nm plus or minus 0.5 Nm instead of “tighten firmly.” Unclear wording leads to employees and shifts performing the same step differently, even when everyone is working conscientiously.
06 · Variants
How do you represent variants without copying instructions?
In variant manufacturing, the structure determines the amount of maintenance required. If you create a separate work instruction for each variant, you’ll have to edit each copy individually whenever a change is made across all variants—and sooner or later, one will be overlooked. Work instruction software solves this problem using a master work instruction with characteristics.
The principle: All steps are contained in a single set of instructions. Each step includes the characteristics to which it applies, such as 230 V voltage, black housing, or customer specification B. At the workstation, the system displays only the steps that apply to the current order. A change to a common step takes effect immediately for all variants.
Common mistake: Variants in footnotes: If the difference between two variants is listed only as a note below a step, it’s easily overlooked during the production cycle. Create separate steps with attributes for differing actions so that employees see only what applies to their specific order.
For this to work, the software must recognize the order and its variant—usually via a scan or a transfer from the ERP or MES system. The article “Selecting Worker Assistance Systems with MES Correctly” describes what to look for when setting up this integration.
07 · AI Generation
How does AI-powered document generation from Word, PowerPoint, and PDF work?
Most documents already contain work instructions, just in Word, PowerPoint, or PDF format. AI-powered software imports these files and generates a structured set of instructions based on them: steps, text, associated images, and recognized default values. This saves a lot of transcription work during the initial transfer.
However, the AI only recognizes what is in the source document. If a step is missing, a photo is outdated, or a torque value is incorrect, it carries the error over into the new structure. That’s why every AI suggestion must undergo a technical review by the process manager before it can be approved. CSP implements this in the PG worker guidance system so that the AI suggests the structure and text, but the work plan isn’t visible until it’s been approved by the technical manager.
| Task | AI | Human |
|---|---|---|
| Organize the document into steps | Suggests an outline | Checks whether the steps correspond to the actual process |
| Drafts text | Standardizes wording | Checks technical terms, values, and safety instructions |
| Assign images | Assigns existing images to the steps | Replaces outdated photos with current ones |
| Translate | Generates translations into the team’s languages | Has critical notes proofread by native speakers |
| Approval | Not applicable | Responsible for and approves |
08 · Approval and Versions
How do you organize approval, versioning, and change management?
A work instruction is a controlled document as defined in ISO 9001:2015, Section 7.5.3. In practice, this means three things: Every procedure has a designated person in charge, every change results in a new version with a reason for the change, and only approved versions reach the workstation. A dual-control principle with clearly defined roles has proven effective.
Approval Process
Roles in the Approval Process for a Work Instruction
Creator, usually process planning or a foreman: Creates or modifies the work instruction and documents the reason for the change
Reviewer, usually Quality Assurance: Checks standard values, inspection characteristics, and compliance with the drawing and inspection plan
Approver, usually production management: Approves the version for use on the production line
Occupational Safety, as needed: Reviews safety instructions and references to operating instructions
In day-to-day operations, the change control process often fails in two areas. First: An updated instruction must reach the affected employees before they begin working according to it, and their acknowledgment of receipt should be verifiable. Second: In the event of a complaint, it must be possible to trace which version was used to manufacture a specific part. “Audit Trail: Definition, Requirements, and Implementation in Production” explains how to establish a complete audit trail for this purpose.
Key message of this article
“A work instruction is only valid once it is clear who approved it and which version is in effect on the production line.”
09 · Multilingualism
How do you make work instructions multilingual?
On many assembly lines, teams consist of workers with different native languages. IATF 16949 requires in Section 8.5.1.2 that work instructions be available in a language that the personnel performing the work understand. There are three ways to achieve this, and they can be combined.
- Images and markings convey the bulk of the information. The more clearly a photo shows the intended state, the less text is needed.
- Short, uniformly worded instructions can be translated more reliably than long sentences with subordinate clauses. The writing guidelines from Section 05 therefore also help with translation.
- Translations are tied to the same version as the source text. If the German version changes, it must be clear which translations need to be updated.
For tasks that are difficult to illustrate with still images—such as setup procedures or fine-motor hand movements—short videos with subtitles are suitable. The article “Digital Worker Guidance: Quality Despite a Shortage of Skilled Workers” describes how digital guidance helps maintain consistent quality when skilled personnel are in short supply.
10 · Selection Criteria
What features does software for creating work instructions need?
The following criteria relate to creation and maintenance. For execution on the job floor, additional criteria such as tool integration and process interlocking apply, which are covered in the article “Worker Assistance System for Assembly: A Guide to Error-Free Processes.”
| Criterion | Why It Matters | Questions to Ask the Vendor |
|---|---|---|
| No-coding editor | Planners and foremen should be able to create them themselves | Can a foreman create an instruction after one hour of training? |
| Image editing step by step | Markings make images unique | Can photos be taken and marked directly within the step? |
| Variant logic | Prevents duplicates and forgotten changes | Are steps controlled by characteristics or by copies? |
| Import existing documents | Saves time on data entry when switching | Are Word, PowerPoint, and PDF files converted into steps? |
| Approval and versions | Complies with ISO 9001 requirements | Are roles, reasons for changes, and version history included? |
| Multilingual Support | Complies with IATF 16949 Section 8.5.1.2 | Are translations tied to the version of the source text? |
| Handoff to the shop floor management | The document guides the execution | Is the approved version displayed at the workstation for each order? |
| Evidence of execution | Documents in the audit which version was used for the work | Is each execution saved with the version and serial number? |
It is the proof of execution that distinguishes a document repository from a manufacturing system. Those who evaluate only the editor receive well-designed instructions but do not know whether they were actually followed. “Zero-Defect Strategy in Assembly: From Concept to System” demonstrates how worker guidance contributes to the zero-defect strategy.
11 · PG and SKILL in the Manufacturing OS
How do PG and SKILL in the Manufacturing OS support the creation process?
In CSP’s Manufacturing OS, PG is responsible for worker guidance and SKILL for training. Both address the areas where creating work instructions is currently time-consuming: transferring existing documents, maintaining variants, and translation.
PG and SKILL
What the Manufacturing OS handles during the creation process
Importing existing documents: PG converts Word, PowerPoint, and PDF files into structured digital work instructions
Work preparation: Create work plans, maintain variants, and centrally provide specifications
Step-by-Step Instructions with Images: Images and annotations guide users through each step; results are documented
Job and Variant: A scan or a trigger from the MES loads the appropriate work plan
Qualification: SKILL turns a cell phone video or a PDF work instruction into a course with a transcript, translation, and knowledge test
Approval: In SKILL, the AI makes suggestions; the course becomes visible only after approval by the subject matter expert
At Stadler, PG runs on tablets right at the bogie. According to the project description published by CSP, 18,829 work processes were digitized there, 6,960 images were integrated into visual instructions, and 487 workstations were equipped with PG. Ronny Böhler of Stadler Rail cites the “Keep it simple” principle as key: The image-based instructions could be created in-house. The free live demo shows how PG generates instructions from your own document.
Frequently Asked Questions
Frequently Asked Questions: Creating Work Instructions with Software
What is a work instruction?
A work instruction provides a step-by-step description of how a specific task is performed at a specific workstation, including the sequence of steps, tools, standard values, and inspection criteria. In quality management, it ranks below the procedure manual. It should be distinguished from the operating instructions required under § 12 BetrSichV and § 14 GefStoffV, which are designed to protect against hazards.
How do I create a work instruction using software?
Record the workflow at the workstation using photos or video, and break it down into steps, each consisting of a single action. Assign a labeled image, standard values, and an inspection criterion to each step, and link the variants using attributes. Test the instructions with an inexperienced employee before the quality assurance department reviews and approves them.
What must be included in a work instruction?
The header includes the title, scope, version, approval, and prerequisites such as qualifications, tools, and protective equipment. Each step includes a brief action description, an image or video, specified values, a check item, a safety note (if applicable), and confirmation.
Can AI create a work instruction?
AI can convert existing Word, PowerPoint, and PDF files into structured steps, standardize text, and translate it. However, it also carries over errors from the source document. Therefore, the process owner remains responsible for technical review and approval.
What does IATF 16949 require of work instructions?
IATF 16949 requires in Section 8.5.1.2 that work instructions be communicated to and understood by the employees performing the work, be legible, be available in the language of the staff, and be accessible at the designated workstation.
How do I manage work instructions for multiple variants?
Create a master work instruction in which each step includes the characteristics to which it applies. The software displays only the steps relevant to the current variant at the workstation. A change to a common step then takes effect immediately for all variants without the need to update copies.
What is the difference between a work instruction and operator guidance?
The work instruction is the content: the description of how a task is to be performed. Operator guidance is the system that displays this instruction at the workstation based on the order and variant, guides the operator through the steps, and documents the execution.
Free Practical Guide
How good are your work instructions?
Check your own work instructions against the seven principles of safe worker guidance. The Practical Guide includes a ten-point self-assessment and a bonus chapter on AI-supported creation.
Sources
- IATF 16949:2016, Section 8.5.1.2 Standardized Work, Employee Instructions, and Visual Standards
- SMMT Industry Forum: Standard Work for IATF 16949:2016 (Wording of Requirements a through d): https://industryforum.co.uk/?p=25963
- ISO 9001:2015, Section 7.5.3 Control of Documented Information
- Simplified Technical English (STE100) from the ASD Association, Writing Rules (Overview): https://en.wikipedia.org/wiki/Simplified_Technical_English
- KomNet NRW, Dialog 5757: Difference between operating instructions and work instructions: https://www.komnet.nrw.de/_sitetools/dialog/5757
- Haufe: Content and Structure of Operating Instructions (Section 12 BetrSichV, Section 14 GefStoffV): https://haufe.de/id/beitrag/betriebsanweisung-1-inhalt-und-aufbau-von-betriebsanweisungen-HI1499001.html
- CSP Intelligence GmbH: Project description of PG at Stadler (DirectIndustry): https://trends.directindustry.com/csp-intelligence-gmbh/project-4599583-1178785.html
- CSP Intelligence GmbH: PG Worker Guidance product page: https://www.csp-sw.de/werkerfuehrung-pg
- CSP Intelligence GmbH: SKILL product page: https://www.csp-sw.de/skill