Because of the endless possibilities of your ERP system, it is important to make clear agreements about how you work with the software. What steps do you go through to complete a certain process? It is important to record this in work instructions.
Work instructions with an ERP system
In a work instruction, you explain step by step what the user should do. For example, to create a quotation or invoice, to draw up a rental contract or to complete a sales order. It is important that the work instruction is written very clearly so that someone who is going to perform the task for the first time can do it completely independently. Also, the work instruction should not be too detailed or technical, but should match the knowledge and skills of the employee performing the task. A work instruction does not cover a complete process from service request to billing, for example. Such a comprehensive process includes multiple work instructions, such as preparing a quotation, preparing an order, executing a work order and preparing an invoice.
What's in it for you?
When you know how to work with the system, why spend time putting the work instructions on paper? There are a couple of important reasons for this:
- The work instruction provides clarity: not only for you, but also for the rest of the organization. And not just for now, but also for the future.
- The work instruction is valuable in employee training: the work instruction is ideal for training purposes. When the system is put into use, but also for new employees. You prevent knowledge from being lost.
- Work instruction makes you think critically about processes and practices: Creating work instructions forces you to think carefully about your business processes and way of working. Is the process efficient? And complete? Or are improvements possible?
"It is important that the work instructions are very clearly laid out so that someone who is going to perform the task for the first time can do it completely independently."
Keeping up to date
Crucial to work instructions is to keep them up to date. For several reasons, over time, modifications or additions to work instructions may be necessary:
- Software changes: maybe you are requesting changes in the software or your partner is making changes. An additional field may require a change in work instructions. Even when you implement additional modules or solutions, you will need to work on work instructions.
- Changes in processes: the best way to work may look different now than in the future. And when you change your process, way of working or procedures, it affects work instructions.
- Upgrading to a new version: A new version of software brings changes. Chances are your processes and work instructions will remain largely the same, but minor differences may arise.
- Multiple languages required: In what language or languages do you prepare your work instructions? The choice you make therein affects keeping the work instructions up to date. For example, if you choose two languages, you will have to keep both sets of work instructions up to date.
You're not alone in creating work instructions. Ask your software partner for documentation. This will broadly reflect your way of working. Perhaps you will have to adjust a few process descriptions or work instructions. For the management of the work instructions it is wise to make someone responsible for this. He or she can make the work instructions available in a central location and update them when necessary.
