How to Write Work Instructions That People Can Follow
Work instructions are detailed, task-level directions for doing one specific job: exactly which buttons, settings or physical actions, in what order. They're narrower and more detailed than an SOP, and they're what someone actually has open while working.
Work instructions vs SOPs vs processes
| Process | SOP | Work instruction | |
|---|---|---|---|
| Answers | What happens, end to end? | Who does what, and in what order? | Exactly how is this one task done? |
| Detail | Low | Medium | High |
| Example | Order-to-cash | Invoicing a customer | Creating an invoice in your accounting software |
In practice, many small businesses use "SOP" for both. What matters is that the document is detailed enough for the person doing the work.
The structure of a clear work instruction
- Title that names the task and the tool ("Import a CSV export into LibreOffice Calc").
- Before you start: required access, files and settings.
- Numbered steps: one action per step.
- Visuals: a screenshot or photo where a step could be misread.
- Notes and warnings placed directly under the step they apply to.
- Expected result and how to check it.
Writing rules that prevent mistakes
- Start every step with a verb: Click, Select, Enter, Check, Attach.
- One action per step. If a step contains "and then", split it.
- Use the exact on-screen words, in bold, so the reader can match them: Separator options, Comma.
- Put conditions first: "If the file uses semicolons, tick Semicolon", not the other way round.
- Say what the reader should see after key steps ("The Text Import window opens").
- Prefer short sentences and plain words. Avoid internal jargon unless it's defined.
- Put warnings before the risky step, not after.
Example
This is from our sample:
Step 6. Confirm the separator. Under Separator options, make sure Separated by is selected and Comma is ticked. If your file uses another delimiter, tick Tab, Semicolon or Other and type the character.
Step 7. Check the preview, then click OK. The Fields preview should show the data split into the expected columns.
The fastest way to gather the details
Work instructions need exact labels and order, which are hard to recall accurately. Record your screen (or film the physical task) while doing it once with narration, then write the instruction from the recording. You'll capture the small steps that experts skip without noticing.
Test and maintain
Have someone unfamiliar with the task follow the instruction while you watch silently. Fix every point where they hesitate. Add a version and date, and update the instruction whenever the software or equipment changes.
Record the task once and send it to us. You get back a finished SOP with screenshots from your video, as a Google Doc or Notion page. See pricing ยท View a sample