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How to Write a Work Instruction

work Instruction HACCP

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#1 categ17

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Posted 04 February 2016 - 01:26 AM

Hi,

 

I was recently given a new job for witting work orders. I am a new graduate and have never done one before. I have a template which I am supposed to tailor to the new company's needs and requirements. I am supposed to pick out things from a process flow which would require a WI. I am a little stuck on having to pick those things out. I also do not know what to ask the plant manager in terms of what to write in the WI.

 

I need to have this project done by Monday next week FYI!

All help would be greatly appreciated!!

 

Thank you



#2 Charles.C

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Posted 04 February 2016 - 03:24 AM

Hi Emma,

 

i suggest the first WI is to provide context. :smile:

 

The requirements are probably totally specific to the product / process / flowchart.

 

In  ISO language WI is a defined activity in the ISO Pyramid. From memory, an ISO WI provides the nitty-gritty instructions so as to perform an (ISO) Procedure. For example a "Procedure" might be - "Control of Water Flow Rate" . The first step in the associated  "WI "might be - 1. Open the tap so as to deliver a rotameter reading of  XYZ ml/min.

 

Whether yr Plant Manager's operational working is attuned to ISO i have no idea but it represents one way to proceed.

 

If there are any existing "Procedures" related to the "process" these might offer a prioritized  starting point.

 

PS - if you would like to see an example, just Google "work instruction" >>>1st page


Kind Regards,

 

Charles.C


#3 PS1

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Posted 04 February 2016 - 07:15 AM

Hi,

The best thing to do is to find out the scope of your work. What work orders need to be written? For all tasks from start to finish in a process for all processes or just a few specific ones? For example you might want to break it down into areas i.e. inwards goods, cleaning, dispatch, and then multiple manufacture sections.

 

Then think of it as a "how to" and the best way to write them is to shadow someone actually doing it and writing down what they are doing. Once you have got something written down, it will need to be reviewed to determine is what they are doing actually best practice or should the process be improved. Just because they are doing specific things doesn't mean they should be done. Then get the production manager to review them with you once they are nearly done.

 

Hope this helps



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#4 Simon

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Posted 04 February 2016 - 07:17 AM

That's quite a tall order.  A lot of work, with little knowledge in a short time frame.

 

Do you just need to do one example and you have a template already?

 

Without further information I would pick one quality check that operators do (perhaps the most critical) and document that.

 

Why don't you post your template for us to take a look at.

 

Regards,

Simon


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#5 BrummyJim

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Posted 04 February 2016 - 09:04 AM

I would agree with PS1. Shadow someone and watch what they do. I would go even further and ask them to help write it as they will have some insight into what will vary and what sequences are important. Remember, the person who does the work will (should) know what needs to be done.



#6 YongYM

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Posted 04 February 2016 - 09:07 AM

Hello egalloway:

The examples of questions you can ask in order to establish the WI are:

  • What is the principle involved (in the process)?
  • Any precaution steps?
  • Any special tools / apparatus needed?
  • What is the method used (Step by-step)?
  • Any calculation involved?
  • Any special remark?
  • Any references?
  • Etc.

 

Regards,

Yong



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#7 categ17

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Posted 04 February 2016 - 02:42 PM

That's quite a tall order.  A lot of work, with little knowledge in a short time frame.

 

Do you just need to do one example and you have a template already?

 

Without further information I would pick one quality check that operators do (perhaps the most critical) and document that.

 

Why don't you post your template for us to take a look at.

 

Regards,

Simon

Hi Simon,

 

I have the template. I am required to write many WI's as related to the plant from their process flow diagram (pallett inspections etc.) I am require to write as many as needed which I was told would be about 15 WI's complied into a manual format.

I am having difficulty determining what would require a WI from the process flow. I work for a consulting company and their charts and documentation programs are confidential so i am not able to post the template. I can however draw up roughly by hand something similar.



#8 categ17

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Posted 04 February 2016 - 02:44 PM

I would agree with PS1. Shadow someone and watch what they do. I would go even further and ask them to help write it as they will have some insight into what will vary and what sequences are important. Remember, the person who does the work will (should) know what needs to be done.

 

Unfortunately, my employers are not allowing me to "shadow" someone. This is just my second day on the job and my first month after graduating from pot-secondary.

They have just given me assignments without any real training. I am stressing out a little as i have little to NO food industry experience aside from the hands-on type like running production lines. I have not had any documentation experience of this kind.



#9 categ17

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Posted 04 February 2016 - 03:00 PM

Hello egalloway:

The examples of questions you can ask in order to establish the WI are:

  • What is the principle involved (in the process)?
  • Any precaution steps?
  • Any special tools / apparatus needed?
  • What is the method used (Step by-step)?
  • Any calculation involved?
  • Any special remark?
  • Any references?
  • Etc.

 

Regards,

Yong

Yong,  This is definitely something I will use! Thank you so much!



#10 categ17

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Posted 04 February 2016 - 03:23 PM

Hi Emma,

 

i suggest the first WI is to provide context. :smile:

 

The requirements are probably totally specific to the product / process / flowchart.

 

In  ISO language WI is a defined activity in the ISO Pyramid. From memory, an ISO WI provides the nitty-gritty instructions so as to perform an (ISO) Procedure. For example a "Procedure" might be - "Control of Water Flow Rate" . The first step in the associated  "WI "might be - 1. Open the tap so as to deliver a rotameter reading of  XYZ ml/min.

 

Whether yr Plant Manager's operational working is attuned to ISO i have no idea but it represents one way to proceed.

 

If there are any existing "Procedures" related to the "process" these might offer a prioritized  starting point.

 

PS - if you would like to see an example, just Google "work instruction" >>>1st page

 

The company focuses primarily on SQF. Thank you for the input.



#11 Charles.C

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Posted 04 February 2016 - 03:57 PM

The company focuses primarily on SQF. Thank yo for the input.

 

I doubt very much whether SQF will care as to the exact layout of yr WI. And logically therefore the Plant Manager also. There are examples on this forum of typical WIs (I think). Perhaps yr template already contains such info.

IMEX a WI tends to write itself since it usually mirrors the actual operation. A Procedure can require more thought since it can involve external inputs. Of course your "Procedure" may = your "WI".

 

Accordingly the only difficult part would appear to be deciding what particular process requires a WI.

 

As i understand the Plant Manager offered no guidance as to his preferred objectives. I also assume you are not personally expected to be familiar with the process.

 

Unless yr template offers decision criteria to assist or you have telepathic abilities, it frankly seems to me to be a rather ridiculous request.

 

If Uncertainty rules, i suggest to select/list a number of activities which you "guess" might be "priorities" and request the Plant Manager to offer a "comment".  Even Plant Managers are expected to communicate.


Kind Regards,

 

Charles.C


#12 categ17

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Posted 04 February 2016 - 04:17 PM

I doubt very much whether SQF will care as to the exact layout of yr WI. And logically therefore the Plant Manager also. There are examples on this forum of typical WIs (I think). Perhaps yr template already contains such info.

IMEX a WI tends to write itself since it usually mirrors the actual operation. A Procedure can require more thought since it can involve external inputs. Of course your "Procedure" may = your "WI".

 

Accordingly the only difficult part would appear to be deciding what particular process requires a WI.

 

As i understand the Plant Manager offered no guidance as to his preferred objectives. I also assume you are not personally expected to be familiar with the process.

 

Unless yr template offers decision criteria to assist or you have telepathic abilities, it frankly seems to me to be a rather ridiculous request.

 

If Uncertainty rules, i suggest to select/list a number of activities which you "guess" might be "priorities" and request the Plant Manager to offer a "comment".  Even Plant Managers are expected to communicate.

 

I work for a consulting company who designs programs for food plants so they can pass audits and/or obtain BRC or SQF certification.

I was given a template of a WI an therefore I am not struggling with designing it from scratch.

My concern is, as you mentioned, finding WHAT steps in their manufacturing process would require a WI.

 

I have the plant HACCP plan process flow diagram showing the steps.  I need to figure out which ones require WI's. Here are some questions I have:

 

Does "receiving ingredients", storing ingredients" require WI's?

I also have listed that HTST Pasteurization, Batch Pasteurization, Cream Cooling, Culturing, Metal Detection, Mixing, heating, Incubating, Blast Cooling all require WI's. Is that correct?

 

I am planning to speak with the plant manager tomorrow. 



#13 Simon

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Posted 04 February 2016 - 04:31 PM

I work for a consulting company who designs programs for food plants so they can pass audits and/or obtain BRC or SQF certification.

 

With your admitted lack of training and experience to accomplish this task I'm afraid the consulting company you work for are grossly negligent and need closing down. Of course all of the things you list need standard processes, procedures and work instructions etc.  How do they operate their business now?  Let me know what they make and their name so I can avoid them at all costs.

 

I'm sorry for being so flippant, and this is no slight on you personally, but you have been sent on a fools errand.


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#14 categ17

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Posted 04 February 2016 - 04:53 PM

With your admitted lack of training and experience to accomplish this task I'm afraid the consulting company you work for are grossly negligent and need closing down. Of course all of the things you list need standard processes, procedures and work instructions etc.  How do they operate their business now?  Let me know what they make and their name so I can avoid them at all costs.

 

I'm sorry for being so flippant, and this is no slight on you personally, but you have been sent on a fools errand.

They just have a different approach on training. I believe they are assessing me on how I do in writing/altering documents and my customer service skills.

They do have all other aspects of designing programs for companies, they have just assigned me one small portion to work on. 

 

They are actually a great company and all plants they have worked for have passed their audits and have been able to obtain their certifications. 

However i would have preferred to be able to shadow/observe first, that would have been helpful.



#15 Charles.C

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Posted 04 February 2016 - 05:21 PM

Hi categ,

 

As Simon noted, it is rather inconceivable that most, probably all, of the processes you mentioned would not already be fully, operationally, documented.

Otherwise unlikely to be officially permitted to produce. And equally unlikely to have already acquired SQF certification (?).

 

Are you not permitted to study the existing Plant Operating SOPs/Manuals ?

 

If your intuition is correct and it is merely a test (?!), you can hardly fail IMO. Unless, perhaps, a time limit  to spot the "ridiculousness"  is graded. :smile:


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#16 categ17

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Posted 04 February 2016 - 05:42 PM

Hi categ,

 

As Simon noted, it is rather inconceivable that most, probably all, of the processes you mentioned would not already be fully, operationally, documented.

Otherwise unlikely to be officially permitted to produce. And equally unlikely to have already acquired SQF certification (?).

 

Are you not permitted to study the existing Plant Operating SOPs/Manuals ?

 

If your intuition is correct and it is merely a test (?!), you can hardly fail IMO. Unless, perhaps, a time limit  to spot the "ridiculousness"  is graded. :smile:

Yes. Those processes have been noted already. My company is trying to design a WI manual for out client.

My job (or test) is to alter a WI template to suit this new clients needs.

My problem is I don't know which steps in the manufacturing process requires a WI.

Once I determine that, I will sit down with Plant manager and ask him about the steps of each process, frequency, staff in charge etc.



#17 Charles.C

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Posted 04 February 2016 - 06:08 PM

Hi categ,

 

My problem is I don't know which steps in the manufacturing process requires a WI.

 

An initial (minimal) answer might be for all the steps related to CPs, CCPs, PRPs on the HACCP flow chart. That should easily generate a couple of dozen.

 

And similarly for the Food Quality Plan if Lvl3 is involved.


Kind Regards,

 

Charles.C


#18 PS1

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Posted 04 February 2016 - 07:17 PM

My 2c again (btw I am a consultant and a lot of my work involves writing manuals and WI/SOPs).  I am also failing to understand the logic of your firm.

 

I ditto Charles and suggest to focus on the procedures around CPs, CCPs, OPRPs QC tests etc. I would add in calibrations for key equipment too.  Cleaning is also an important part of any process (no point running in a dirty plant) so some WI around them will be required. 

 

A week is not a lot of time to write all that especially if you can't shadow people to get information. Where do they expect you to get the content from (especially if you have no food experience)?



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#19 categ17

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Posted 04 February 2016 - 09:51 PM

A week is not a lot of time to write all that especially if you can't shadow people to get information. Where do they expect you to get the content from (especially if you have no food experience)?

They are expecting me to interview the Plant Manager and ask him about the procedures and from there I should be able to write a WI.

 

I was just not sure what questions I need to ask him but I think another member here gave me some very useful questions to ask.

I interview the Manager tomorrow and the WI Manual (around 16 individual WI's), needs to be completed before the end of the working day Monday (3:30pm).

 

I also work part-time  so the majority of my work will need to be done at home,  off company paid hours, unfortunately.







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