Departmental Work Instructions
What is a Departmental Work Instruction?
Does your team have assignments that need to get done the exact same way by everyone, every time? This is what is known as a standard procedure. A departmental work instruction is a way of uploading the standard procedure for an assignment and validating that it was carried out correctly. Here is a simple example of a standard procedure for taking out the trash:
Pull out the trash can from under the kitchen sink cabinet. Lift the used garbage bag out of the trash can and tie the ends together to seal it.
Carry the garbage bag to the west side of the parking lot and toss it into the large brown bin.
Return to the empty trash can. Grab a new trash bag from the cabinet below the kitchen sink.
Air out the new trash bag and put it into the empty trash can, folding the edges of the trash bag around the edges of the trash can.
Return the trash can to its spot under the sink.
Of course, this is a simple example. But, with long, complex tasks, it can be very important to have a clear set of step-by-step instructions for your team members to follow. Additionally, using the WorkflowTitan's work instructions, you can instruct team members to record data and upload photos or documents during the process. Numerical data can be designated to fall within a range (high/low), a min, or max and it will be flagged when it does not meet the specification. For instance, using the trash example, it could look like this:
Pull out the trash can from under the kitchen sink cabinet. Lift the used garbage bag out of the trash can and tie the ends together to seal it. Record on a scale from 1-10 (one being the least, 10 being the most), how smelly the trash was.
Carry the garbage bag to the west side of the parking lot and toss it in the large brown bin. Record approximately how many trash bags were in the brown bin.
Return to the empty trash can. Grab a new trash bag from the cabinet below the kitchen sink. Record the number of boxes of trash bags left.
Air out the new trash bag and put it into the empty trash can, folding the edges of the trash bag around the edges of the trash can. Take and upload a photo of the clean, empty trash.
Return the trash can to its spot under the sink.
When your workers have completed the assignment and recorded any necessary data, as well as uploaded any necessary photos and files, you can view the checklist to validate that everything was done correctly.
How do I create a Departmental Work Instruction?
Starting at the home page, click on “departments” in the navigation bar at the left of the screen. Click on “department work instructions.”
Click on 'add work instruction template' in the top left corner to create a new work instruction.
Choose which department will manage this work instruction, and decide if you'd like to assign the work instruction to a task type, and/or a specific project.
Title your work instruction, give it a category name, and select access tags.
Add new instructions row by row.
Save when finished.
How do my team members fill out a work instruction and submit it?
Create a task that you would like to assign work instructions to, or use an existing task.
Click 'edit' on the task that you would like to assign work instructions to.
In the bottom of the task edit page, select the icon for 'fulfillment of work instructions for this task.'
Click 'add an existing work instruction set to this task to be fulfilled.'
Find the work instruction you'd like to add to this task, and select 'add to task.'
Now, this work instruction will be required for that task, and the task cannot be closed until the work instruction is completed.
Team members can fill out the work instructions by going to the task, selecting 'edit,' and then selecting 'fulfillment of work instructions for this task.'
Alternatively, team members can fill out the work instructions by going to 'departments,' then 'department work instructions,' then 'work instruction fulfillment.' Here, team members can view all of the work instructions that have been assigned.
In completing the work instruction, team members will have the option to print and/or email the completed work instructions as a PDF.
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