Create Work Instructions

You can build digital work instructions for your operators or technicians using one of three ways, depending on your existing resources and the complexity of the task:

  • Create From Video: Use this method when explaining complex tasks. Record a video (or upload an existing one), and the Digital Work Instructions module automatically writes the steps for you.
  • Create From Document: Use this method when you have existing procedures in PDF, Word, or text format. Upload your PDF or Word files, and the system converts them into a mobile-friendly format in seconds.
  • Create From Scratch: Use this method for brand-new procedures or when you require complete control over wording and sequence.

Selecting an input method is only the first step. Whether you are importing legacy PDFs or using AI to transcribe a video, the raw data must be refined to ensure safety and clarity. The tool handles the format, but you must verify the content to ensure it drives the right operator behaviors.

Best Practices for High-Quality Instructions

Great instructions don't just list steps—they prevent mistakes. Use these guidelines to create procedures that are impossible to misunderstand.

Write with Precision (The "One Action" Rule)

Technicians or Operators scan text; they don't read novels. Keep steps atomic and specific.
Goal Do This Not This
One Action per Step "Remove the four mounting bolts." "Remove the bolts and lift the cover off."
Be Specific "Tighten to 25 ft-lbs using a torque wrench." "Secure the bolt."
Define Success "Fill the reservoir to 3.5 quarts (between MIN and MAX)." "Add fluid."
Identify Tools "Using a 3/8 socket, remove the drain plug." "Remove the drain plug."

Visuals: Show, Don't Just Tell

A photo confirms what "good" looks like. Use images for complex assemblies, critical positioning, or verification checkpoints.
  • Focus on Detail: Zoom in. A photo of the entire machine doesn't help when the instruction is about a specific valve.
  • Caption Clearly: Don't just label an image "Alignment." Say: "Align the red dot on the gear with the notch on the housing."
  • Consistency: Take photos from the technician's perspective (angle of view) so it matches what they see.

Structure for Readability

If a procedure has more than 10 steps, a giant numbered list is overwhelming. Group steps into Sections (3–7 steps each) to create mental checkpoints.
  • Good Section Names: "Preparation and Lockout," "Disassembly," "Inspection."
  • Bad Section Names: "Part 1," "Part 2," "Steps 1-10."

Pro Tip: Instructions are living documents. Review safety procedures every 6 months and update general procedures annually or whenever a technician flags an issue.