Imagine you just became a manager of bunch of people on a construction site, or a become a scout troop leader/master, or your own a small business or are one of those angels in which heart burn for charity volunteer work?
But you have no idea how to instruct others to do their job and make sure they cooperate forwards to reach the same goal?
This 5-bullet guide will help you to make a good structure and have the essentials in your instruction!
This instruction have many benefits. One of them is that everyone works according to the same mission of your idea. You all know exactly where too look in the plan to dig in questions as its very structured.
It makes your reach the goal at the right time.
Its frame and structure are interchangeable and can easily be retold in case someone arrive later on the scene.
It makes good cooperation as everyone knows what to do when (hopefully).
You also get an overview of the process compared to the goal during the works and can see what will happen if some of the parameters changes.
This is the operational part of a project and been approved and enveloped over decades and this goes international approved management tool used for every operation. It is more or less adapted by the scout organizations around the world too and its easy to twist, add in or take out parts as you need.
You may call it a mini project plan or a check list. The Police in Denmark use it too and so to say speak same management language.
My 5-bullet work instructions covers:
1) The Situation
2) The Task (the goal)
3) The Carry Out
4) The Logistic
5) The Signalling and Communication
This is the basic. I will try to explain the 5 headlines very simply.
ad1 ) The Situation is what describe the world situation in overall terms.
It also describe internal matters and very often also if you got reinforcement by other people of workforce, or if you have some your staff who is serving others and therefore not present.
Often the weather goes here too and sun up and down. When possible a map, a drawing, or the goal should be presented here too as most people understand, learn and remember much better visual information.
You might also form body teams or working groups here.
ad 2) The goal to achieve described very short what to deliver when in which quality.
It also to describe what to prepare for and what to foreseen what might have to be done.
ad 3) How to carry this task out, the tasks to do together.
3a) The overall plan: First you tell your main plan: what to do and how to do it – so everyone knows what should be done and when. And when it have to be finished.
This makes it easy for the understanding and in case of one member of your group have to leave other easily can take over. Call it an overview and holistic approach if you like.
3b) The Specific plan for teams and individuals. (This is here you really have to thin in details)
Hereafter specific tasks to teams, explained what you want them to do, how you want them to do it and when your want it. Having (body)teams or groups are easer for you to handle as they cans supply each other internally and you can replace each easily if one person have to be exchanged or reinforced.
In general: think two levels down but only instruct for one. Otherwise you might go too deep into details and the will kill human motivation and creative initiatives. Hire robots instead.
Often there might be some administrative knowledge to tell. I keep it simple today. In the real world there might be many pages often about security.
Lunch, meals and coffee breaks goes here.
Security goes here.
First Aid kits goes here as well.
Add alarming the Fire Brigade and their numbers too.
ad 4 LOG) Your vehicle and tool plan.
What vehicle is available and who goes in what. Also what tools do we have and where to get supplies.
Toilets and sanatory measurements goes here.
ad 5 SIG & COM) Here goes everything about your communication like radios, phones, instructions for talking and commands. Even how to answer your phone might goes here.
Where to find you and to get in contact whit you goes here.
END of instructions — any questions from the employees?, and ask repeat questions to the work staff.
The Times is now… Go ahead! 🙂
Other Tips
This the very short version, but its keeps holding everything. On scout mastet level, National Management and others I have been teaching people using this for years.
In practices make sure every hear and see your plan. You might print maps and your instruction on beforehand so people can note on them for their own use.
Place people close so everyone can see and hear your and each other. A big ring or horse shoe is preferable.
Be indoor or shielded from the weather, noise and other element that disturb your instruction.
Take your time when you instruct. Make sure everyone understand your plan and what shall do.
Good operation takes times:
Time to plan.
Time to coordinate with others,
Time to do recognize,
Time to update your plan,
Time to instruct,
Time to carry out,
In general, at least 2/3 of the time to deadline should be the carrying out people., your working employee. Remember, they might also need time for planning their job and to recognize before they start.
After the initiate you control the work and politely instruct and help people to do the right job. As leader its your job to instruct properly and not blame your staff or other for an unexpended behaviour or wrong carry out. And when you practice and make a good instruction your will your staff shine by you.
When you and your staff got experienced in this instruction plan, and only a few things chances, its often enough to tell the changes or the daily situation and security informations needed.