Learn More About Work Instructions Software
What is Work Instructions Software?
Work instructions software, also known as visual work instructions or digital work instructions software, allows users to create and dispense step-by-step instructions for business procedures, empowering companies to streamline their workflows. While tools like knowledge management software offer a knowledge base for text articles and other types of informative media, work instructions solutions enable users to create itemized guides for distinct processes, complete with tips, pictures, and videos.
Instruction guides are universally helpful, but industries that require hands-on, mechanical tasks find more value in dedicated work instructions platforms. Industries such as manufacturing, oil and gas, and field service are just a few that benefit the most from visual work instructions. Some work instructions providers even offer industry-specific add-ons that include features that accommodate the needs of their use cases.
What are the Common Features of Work Instructions Software?
The following are some core features within work instructions software that can help users create practical step-by-step guides for their business procedures:
Creation of visual guides: Users can create visual guides consisting of text, checklists, photos, and videos that explain how to carry out certain tasks. New guides can be created for each different procedure a business has, and these guides can all be stored in a central location so all employees can access them.
Performance monitoring: If employees are required to use the company’s work instructions platform to follow guides and check off tasks as they are completed, managers can use this real-time data to monitor performance and efficiency at an employee, team, and business level.
Analytics and reporting: Work instructions platforms can collect data based on employees’ activity on the platform to help users create reports on production, training, downtime, etc.
Screen recording: If a task is meant to be done on a computer, administrators can record their screen to demonstrate how a task is meant to be completed and add the screen recording to the specific guide for that task.
What are the Benefits of Work Instructions Software?
Besides helping with standardizing business procedures, work instructions software has other benefits, including time savings and boosting employee morale.
Standardizes processes: Work instructions platforms digitize and collate paper-based documents or procedures that have been documented and placed in disparate sources throughout the business. This platform becomes the single source of truth for instructions, providing guides on how to complete most, if not all, tasks.
Saves time in documenting procedures: Because this software is tailored to meet the needs of managers and workers, it provides the necessary tools, such as templates and authoring and publishing tools, to quickly and accurately document and distribute work procedures.
Reduces retraining: Because guides are collated in a central library on work instructions platforms, employees can access them at any time to review procedures they learned in the past. Also, as procedures change within an organization, administrators can update them within the work instructions platform instead of individually informing and training employees.
Reduces employee errors: Employees can also have these guides open while completing tasks in real-time, so they can ensure they follow each step correctly to avoid errors. This is especially useful for workers who are visual learners. Being able to see a checklist or videos showing how to carry out a task will resonate with these workers better than just being told what to do.
Boosts morale: Visual guides give employees the autonomy to learn at their own pace. It empowers them to review procedures they don’t feel confident with, taking longer on some sections while going quicker through others. Having this sense of control over their own training helps to boost morale.
Who Uses Work Instructions Software?
There are a few different use cases for work instructions software, as mentioned below:
Manufacturing and assembly workstations: Electronic work instructions are beneficial for frontline workers working with their hands on repetitive manufacturing and assembly tasks. Oftentimes, these tasks are time sensitive as there are numerous people involved in the creation of a single product, and instruction guides help complete them quickly and accurately.
Service work instruction: Service work often involves helping customers resolve various problems. It doesn’t always make sense to train service workers on every possible issue that may arise, so work instructions are a good way for them to train themselves as different problems need to be addressed.
Training department: This use case covers many industries, especially those with high employee turnover. Training time is often very costly, and training guides are a self-service method for employees to train themselves.
What are the Alternatives to Work Instructions Software?
Alternatives to work instructions software can replace this type of software, either partially or completely:
Knowledge base software: Work instructions software is essentially a subset of knowledge base software. Knowledge bases hold information pertaining to a wide range of topics, while work instructions include more action-oriented information.
Standard operating procedures (SOP) software: SOP platforms hold similar information to work instructions platforms. However, SOPs are more high level than work instructions. SOPs summarize the specifications of a process, while work instructions narrow down to individual tasks and explain each of the steps outlined within an SOP.
Challenges with Work Instructions Software
Work instructions solutions can come with their own set of challenges.
Rapidly changing processes: Work instructions software comes in handy in industries and workplaces where processes are undergoing continuous improvement and being updated. It can help make sure employees are staying up to date with the latest guides. However, updating the platform with the latest processes can be tedious and time consuming.
Supplying workers with a digital interface: Since work instructions software is a digital product, a digital interface, such as a mobile device, tablet, or laptop, needs to be provided to the employees who will be using the software, which can be costly.
How to Buy Work Instructions Software
Requirements Gathering (RFI/RFP) for Work Instructions Software
Before looking for a software solution for work instructions, buyers should ask themselves what goals they want to accomplish with the software. Are they simpler goals, such as just converting paper documents to a digital format? Or do they need a complete overhaul of their operations practices to make them more automated? Whatever it is, it’s important to note these down before seeking out software as different solutions offer different functionality and levels of robustness. Here are some things to consider:
- Who will be using the software? How easy to use does it need to be?
- Which other systems and tools will the software need to connect with?
- What type of content will be stored in the work instructions platform, and how much storage will be needed?
Compare Work Instructions Software Products
Create a long list
After listing down requirements, buyers can start to browse products at a high level to create a long list. These products won’t necessarily meet all the requirements, so buyers will need to prioritize their list of requirements. By visiting G2.com’s category for work instructions software, buyers may sift through the work instructions platforms and add products to their “My List” within G2.com.
Create a short list
Once buyers have created a short list, they can further sort their options by checking the product’s ratings on the G2 Grid® and reading user reviews to understand how their peers experience the software. This way, buyers can find the best work instructions platform for their needs.
Conduct demos
After narrowing down the selection, buyers must contact the vendors to schedule demonstrations of the solution. Businesses can contact many vendors directly on G2.com to request demos by selecting the “Get a Quote” button. At each demo, buyers must be sure to ask the same questions and use case scenarios to best evaluate each product.
Selection of Work Instructions Software
Choose a selection team
Depending on how the platform will be utilized, different people will need to be involved in the selection process. However, in most cases, the people that need to be involved are:
- Those who will be creating the instruction guides
- Those who will be overseeing people using the instruction guides
- Someone on the quality assurance team whose metrics depend on how well the guides are followed
Negotiation
Work instructions platforms have set pricing depending on which features a buyer requires, and there typically isn’t any negotiation. Enterprise-level organizations that require larger storage space and other advanced features may be able to negotiate their plan and pricing.
Final decision
The team member who will be overseeing the platform the most should make the final decision.
What Does Work Instructions Software Cost?
Pricing models for these solutions are straightforward. Most providers don’t require buyers to sign a contract to purchase monthly plans. While most providers offer free plans, these come with limited storage space and basic features. Buyers can opt for one of the paid plans, which offer more storage space, advanced automation, and more integrations. These tiers increase in pricing accordingly with the capabilities they offer.
Return on Investment (ROI)
ROI on work instructions software can be evaluated by looking at the performance of certain tasks, such as assembly, customer support tickets, and employee training, after implementing the software. Here are some specific factors to consider:
- Time saved on these tasks
- The increase in the amount of tasks completed
- The accuracy/quality of completed tasks
- Customer satisfaction (if the software is being used by customer service teams)
- Employee satisfaction (if employees are using software for day-to-day tasks)
