Top 6 FAQ About Transitioning from Paper to Digital Work Instructions

As manufacturers move to adopt Industry 4.0 practices at their factories, a critical first step is to transition from paper to digital work instructions. Trusting operators to build efficiently and achieve consistent product quality while relying solely on 2D paper worker guidance is not enough - as assemblies become more complex, so do their processes and procedures. Paper work instructions are static, often outdated, and force manufacturers to operate reactively instead of proactively when production or quality issues arise.

In contrast, building processes in a digital environment enhances efficiency, prevents human error, and boosts product quality. However, this shift often presents challenges and questions on how to best implement and manage digital work instructions - particularly among a workforce that has only ever operated off of paper. In this blog, we’ll address some frequently asked questions by manufacturers looking to make the transition from paper to digital work instructions.

1. What are the challenges of transitioning from paper to digital work instructions, and how can they be avoided?

Getting started is often the biggest challenge that manufacturers face when transitioning from paper to digital work instructions. This often stems from a resistance to change as well as the misconception that digitizing is expensive and requires advanced IT resources. For instance, PICO digital work instructions are free to use and require no hardware - they are completely cloud-based and only a monitor or mobile device such as a tablet is required for operators to access the worker guidance. 

Manufacturers may also struggle with providing adequate training when implementing new technologies at their factory. Digital work instructions are designed to standardize work across factories by offering clear guidance to operators and error-proofing their work. If a step is missed or done incorrectly, a digital work instruction tool will stop the operator from advancing through the process until the mistake is corrected. Not only does this reduce the training time required for new operators by offering constant feedback as they build, it also allows operators of all skill levels to produce the same product quality.

➡️ Read how Winston Industries implemented PICO worker guidance to streamline training, alleviate operator anxiety, and standardize work to build fryers for Kentucky Fried Chicken.

2. What’s the best way to test if my work instructions are clear before using it on the shop floor?

Select one of your operators to be a “guinea pig”. Set aside some time to have them test your work instructions in a controlled environment - don’t tell them about any of the equipment or material used beforehand so you can test just how clear your procedures are. Make sure the operator knows that this is an exercise and if they make a mistake, that’s ok! Their mistakes will highlight any gaps or unclear areas of your work instructions.

3. How often should I update my work instructions?

Any time a change has been made! It’s best not to wait to update work instructions, especially if a recent change affects key metrics like cost, quality, or delivery of the finished product. Additionally, it’s good practice to set up an internal audit schedule to make sure your work instructions are evaluated for accuracy and effectiveness at least once a year. When conducting an audit, it’s best to get feedback from an employee who would actually use the worker guidance.

Digital work instructions allow engineers to be proactive with process updates by capturing feedback from operators as they build through quality notes, as well as providing statistics on the processes themselves - identifying steps where operators usually struggle and spend more time, or steps that get skipped more frequently than others. This information is readily available and valuable when it comes time to evaluate the effectiveness of your work instructions.

4. What’s the best way to reference other material in digital work instructions?

Referencing supporting documentation is easy with digital work instructions. While a factory operating off of paper might have supporting documents laying around the shop floor or stuffed away in dusty binders, a digital environment allows you to simply hyperlink content such as PDFs directly in your work instructions. It’s important to ensure any linked content is as up to date as your work instructions. The best way to track this is by integrating with your other factory systems - such as a QMS or PLM - to flag content that hasn’t been updated in some time. Systems such as PICO also integrate with your ERP so you can include things like BOM tables in your worker guidance for additional reference points.

5. How do I create work instructions for operators that speak English as a second language?

This challenge is addressed in two ways:

1. When writing work instructions, it is important to use simple wording and grammar. Choose words like “start” instead of “activate” and only include information absolutely necessary to carrying out the task successfully.

2. With digital work instructions, include annotated images and videos in your work instructions as reference material for non-native English speakers or operators with a limited reading comprehension. Similar to how the instructions for Legos are universally understood, an image marked up to call attention to a particular detail or a video clip of someone performing the task can offer extra support to operators as they build.

💡You can also use PICO Templates & Process Variants to manage digital work instructions in different languages. Hear how Pollington Machine Tool was able to quickly translate their English worker guidance to Spanish.

6. How can digital work instructions be created to adapt to different user skill levels?

Paper work instructions are static and only offer operators one version of the process. With digital work instructions, there is more flexibility with the amount of interaction an operator needs to have with the system.

For instance, PICO is designed to be accessible to unskilled operators while limiting required interaction for experienced operators. This allows operators that are familiar with the process to focus on building faster while providing guidance to those that are just learning a process. Operator skill levels are also tracked and managed in the Skills Matrix, where engineers can authorize operators to build unsupervised as they gain experience.

Regardless of operator skill level, PICO offers a safety net through its error-proofing capability, making sure each step is completed and accurate before advancing to the next step.

See for yourself how easy it is to use PICO worker guidance by taking an interactive tour.

Want to learn more about building effective work instructions?

Watch our on-demand webinar 'Building Effective Work Instructions (Advanced Concepts)' featuring Bryan Bauw, COO at PICO, and Becca Resnik, Translations by Becca, to get tips on how to leverage PICO's digital work instructions platform and best practices for crafting clear, concise, and effective worker guidance.

Ready to start digitizing your work instructions? Sign up for free.