How to create a work standard manual? The difference between a work procedure manual and a work procedure manual and tips for using it effectively
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In order to maintain consistent work quality on-site and improve productivity and operational efficiency, it is essential to establish standardized work rules. Many companies are introducing "work standards" as a way to prevent quality variations due to personalization and mistakes made by inexperienced employees. is.
In particular, in the manufacturing and service industries, work standards play an important role in training new employees and quality control. However, many people have concerns such as, "What is the difference between work standards and work procedures?" and "I don't know how detailed they should be."
In this article, From basic procedures for creating work standards and example items to important points and tips for digitalization to improve on-site use We will explain in detail.
What is a work standard? Difference from a work procedure manual
When documenting work, "work standards" and "work procedures" are often confused. Understanding the purpose and use of each and using them appropriately according to their roles will make it easier to manage quality and efficiency.
What is a work standard?
A work standard is a document that clarifies the rules and evaluation criteria for work processes, with an emphasis on work standards and quality maintenance. By clearly indicating quality-related items such as "what condition constitutes a good product" and "which processes to focus on," it is possible to reduce variation in work results and establish a system that can consistently produce results above a certain level. Work standard documents are primarily created by management, such as quality assurance departments and process design departments, and are essential for maintaining quality throughout the company.
On the other hand, work procedure manuals are instructions used by on-site workers when actually carrying out their work. They focus on showing the work content in chronological order, such as "what to do and in what order," and are designed to allow workers to reproduce the steps without hesitation. By supplementing the manuals with visual aids such as PDFs with photos and diagrams or video manuals, you can expect to solidify understanding and improve work efficiency.
Difference between work standards and work procedures
By clarifying the differences between the two, the following clear differences in roles emerge:
| item | Operational Standards | Work procedure manual |
| the purpose | Focus on work standards and maintaining quality | Focus on the "procedures" and "implementation methods" of the work |
| Contents | Describes standard work content, quality standards, tolerances, inspection standards, etc. | Detailed instructions and precautions for specific tasks |
| Department of use | Mainly used by management and design departments such as quality assurance and process design departments | Mainly used by field workers and manufacturing departments who actually carry out the work |
| Usage scene | Sets overall rules and standards Used to maintain quality | Use as specific instructions to follow procedures during actual work |
| range | Targeting a wide range of tasks and entire processes | Created individually for each specific task or process |
A work standard is a document that indicates the standards and rules that must be observed. It is created with the purpose of ensuring quality and work efficiency as a whole, and is used to ensure uniformity throughout the organization.
On the other hand, a work procedure manual conveys the specific steps for a particular task, i.e., "how to proceed with the task." Aiming to ensure accurate and safe work on-site, the manual is designed so that workers can act without hesitation simply by looking at it.
It is common to create separate work procedures, with the main points and overall flow of the work described in the work standards manual, and the more detailed work steps and points summarized in the work procedures manual. The overall quality and efficiency are guaranteed by the work standards manual, while the accuracy and safety of on-site work are achieved by the work procedures manual.
Examples of work standard items and contents
A work standard document contains various items to clarify the standards and procedures for work. The content will vary depending on the workplace and the work content, but the basic structure is generally as follows:
| item | Content example |
| Task Name | Specify which tasks will be standardized |
| the purpose | Background and purpose of creating work standards |
| Scope | The scope of application of the work standard, such as "the entire factory" or "only a specific line" |
| Necessary materials, tools, and clothing | Make a list of the parts, materials, tools, equipment, and work clothes required for the job. |
| Work Procedure | The workflow and methods are described in a step-by-step manner. Images and diagrams are also used as needed. |
| Judgment criteria | Pass/fail criteria, quality standards, estimated time required, etc. |
| Precautions | Safety precautions, troubleshooting, prohibited activities, etc. |
| Person in charge | Name of person in charge, name of person in charge, etc. |
There is no strict style or format for work standard manuals, as defined by JIS standards, etc. The items and details to be included in the manuals must be adjusted according to the actual work content and flow, workplace rules, and the use of equipment and machinery.
For example, if a task involves a complex process, it is effective to add photos or videos to the procedure to provide visual support. Also, if the criteria for judgment and notes are left unclear, the results may vary from task to task. It is important to clearly describe the process using numbers and conditions so that any employee can make the same judgment.
Basic method for creating a work standard
Standard work manuals must be created according to a set procedure so that everyone on-site can work in the same way without hesitation. Here we will explain in an easy-to-understand manner the basic steps for creating standard work manuals.
Step 1. Determine the purpose and scope
First, clarify the work content you are going to cover. By determining the steps and scope to include, you can organize the information you need to include without excess or omission.
It is also essential to include definitions for technical terms, abbreviations, and other words used during work. It is necessary to take measures to prevent misunderstandings so that not only experienced workers with extensive know-how and experience, but also new employees, can understand the same thing when they read the definitions.
Step 2. Compile standards and rules
Next, organize the standards and rules for proceeding with the work. Avoid vague expressions when describing quality standards, safety standards, and the conditions for materials and equipment to be used, and use numerical values and specific terms.
In addition, the necessary materials, equipment, and environmental conditions, as well as the qualifications and conditions required of workers, should also be clearly stated.
Step 3. Decide on a management and revision method
To operate a work standard manual, it is necessary to record not only the revision history but also the management method such as the storage location, the person in charge of management, etc. In addition, if there are related procedure manuals, business manuals, laws and regulations, it is useful to list the references and establish a system that allows you to access the necessary information immediately.
Points to note when creating work standards
Work standards must be created with the assumption that they will be used effectively on-site. Let's take a look at what points you should pay attention to.
Avoid using too much technical jargon or vague expressions
Since work standards may be read by new or inexperienced staff, avoid using too much technical jargon. If you must use technical jargon, add annotations and supplementary explanations so that anyone can understand it.
Also, ambiguous expressions such as "appropriately," "carefully," and "be careful" may be interpreted differently by different readers, so it is best to use numerical values and specific actions as much as possible. Pay attention to the way you express yourself so that anyone who reads it can achieve the same results.
Do not make content that is far removed from the actual situation on the ground
If a work standard manual does not match the actual situation on-site, it will not be used in practice and will be nothing more than a formality, so even if you have made it, it will be a waste.When creating it, we incorporate the opinions of the people working on-site and write it while checking the actual process and work flow.
Do not omit or overly simplify work procedures
If you omit too many work procedures and man-hours, you may miss important points, increasing the risk of mistakes and accidents. By specifically describing "what," "how," and "to what extent" each task will be done, you can maintain consistent work quality.
Do not leave it without establishing a system for updating and revising it.
It is essential to periodically review the content in response to improvements at the site, changes to equipment and materials, the emergence of new issues, etc. It is also important to clearly indicate the update history and revision date and manage the document to ensure that the latest version is used at the site.
If documents are left unattended, there is a risk that their contents will become divergent from the actual situation, which could actually lead to confusion on the ground.
The key to effectively utilizing work standards is digitization
Digitization is a major key to smoothly managing work standards on-site. With paper documents, it takes time to update revisions and distribution and storage are time-consuming, making them difficult to use on-site.
With a digitized work standard manual, updates and revisions to information can be reflected in real time, making it possible to always share the latest version. It also makes it easy to search for the necessary information and provides high accessibility, leading to more efficient work. It is also easy to support multiple languages, making it useful for sites with foreign staff.
Furthermore, it reduces printing and storage costs, and has the added benefit of strengthening security by setting access rights and enabling simultaneous operation at multiple locations. Digitizing work standards using a creation tool makes them easier to use on-site, and you can expect to see improved performance.
Utilizing "i-Reporter" is effective for improving the operation of work standards
Paper-based management and manual updates are prone to errors and time-consuming work, making it difficult for the latest versions to be reflected in the field. Digitizing the entire operation is an effective way to reduce this management burden and make it easier to use work standards in the field.
By utilizing the on-site report system "i-Reporter," you can centrally manage the creation, updating, and distribution of work standards, improving the efficiency and quality of on-site work. For example, the created standards can be viewed on a tablet, making it easier to immediately check on-site and ensure thorough procedures. Furthermore, it also supports operations such as recording checklists as work progresses and entering inspection results.
With "i-Reporter," you can prevent work standards from becoming a mere formality and create a system that makes them easy to use on-site. If you want to review how you use work standards, please consider introducing "i-Reporter."
