Create Digital Work Instructions with Knowby Pro

With Knowby Pro, creating, accessing, and sharing work instructions has never been easier. Create step-by-step work instructions using text, images and / or video then share via link or QR code. Discover how to write work instructions with this guide.

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What are Work Instructions?

Work Instructions are written step-by-step guidelines that explain how to perform work-related tasks or activities. They are essential tools that help organisations ensure that employees perform tasks consistently, efficiently, and accurately to achieve desired results. Work Instructions are often used alongside Standard Operating Procedures (SOPs) to break down complex processes into manageable actions.

Benefits of Implementing Work Instructions

Writing and implementing work instructions provide numerous long-term benefits that can drive organisational success. Here’s why they are essential:

Ensure consistency

Work instructions guarantee that every task is performed accurately and consistently, regardless of who is responsible for completing it.

Enhance efficiency

By offering clear, step-by-step directions, work instructions streamline workflows and minimise time spent on guesswork or trial and error.

Maintain compliance

Structured and standardised documentation ensures alignment with industry standards and regulatory requirements, reducing compliance risks.

Accelerate training and onboarding

With detailed work instructions at the ready, new employees can quickly understand and perform tasks with confidence.

Improve quality control

Standardised procedures help maintain high levels of quality by ensuring employees follow best practices every time.

Strengthen risk management

Minimise errors, accidents, and potential risks by providing comprehensive instructions for each task.

Different Formats for Work Instructions

There are different formats of work instructions that organisations can use depending on their use case and needs. Here are the common types of work instructions that businesses can choose from:

Step-by-Step Instructions/Text-based Format

The most basic format, listing each step of a process in order. It's commonly used for simpler tasks or when only textual explanations are required. Knowby Pro focuses on step-by-step instructions as it reduces cognitive load and is more likely to be used by employees and customers alike.

Checklists

A practical format for routine tasks, checklists ensure that every required step is completed. With Knowby Pro, you can set steps as mandatory so the user has to move through each step in a sequence, which is then recorded. Additionally, you can view more guides by Knowby and use them as a template for your work instructions.

Flowchart Instructions

Flowcharts visually represent the sequence of steps in a process, using shapes like rectangles (for actions), diamonds (for decisions), and arrows (to indicate flow). This format is particularly helpful for processes involving decision-making or multiple branching steps.

Image-based Instructions

Uses images, diagrams, or illustrations to show each step of the task, making it ideal for tasks that are visual or spatial in nature. This format is highly effective for training or for teams who are more visually oriented.

Video-based Format

A video format that visually demonstrates the task being performed. This is ideal for complex or multi-step tasks where seeing the process in action adds clarity.

How to Write Work Instructions

Here’s a step-by-step guide on how to write effective work instructions:

Step 1: Define the purpose and scope

Step 1: Define the purpose and scope

Clearly define the why of the task. Why is this work instruction needed? What will the worker achieve by following these instructions? Also set boundaries of the task—such as what is included in the task, and what is not? This helps prevent confusion about the responsibility or limits of the process.
Step 2: List materials and tools

Step 2: List materials and tools

Specify any parts, components, or consumables required for the task. Also list the tools, machinery, or equipment necessary to complete it.
Step: 3 Choose the format to be used

Step: 3 Choose the format to be used

Based on the task at hand, determine which work instruction format would best communicate the step-by-step instructions easily. For example, straight-to-the-point tasks can be effectively communicated with simple text or checklists, while others may require more visual or interactive formats to ensure clarity and reduce error. Refer to the previous section for these formats.
Step 4: Break down the process into simple steps

Step 4: Break down the process into simple steps

The core of any work instruction is the step-by-step approach. Ensure that the instructions are clear and concise, action-oriented, and in a logical sequence, with each step naturally leading to the next.
Step 5: Use visual aids as necessary

Step 5: Use visual aids as necessary

If it would be easier to show through visual imagery, add images or videos as necessary. With this, you can use tools or software like Knowby to help you create seamless work instructions and instruction manuals to share with your team.

Step 1: Define the purpose and scope

Clearly define the why of the task. Why is this work instruction needed? What will the worker achieve by following these instructions? Also set boundaries of the task—such as what is included in the task, and what is not? This helps prevent confusion about the responsibility or limits of the process.

Step 2: List materials and tools

Specify any parts, components, or consumables required for the task. Also list the tools, machinery, or equipment necessary to complete it.

Step: 3 Choose the format to be used

Based on the task at hand, determine which work instruction format would best communicate the step-by-step instructions easily. For example, straight-to-the-point tasks can be effectively communicated with simple text or checklists, while others may require more visual or interactive formats to ensure clarity and reduce error. Refer to the previous section for these formats.

Step 4: Break down the process into simple steps

The core of any work instruction is the step-by-step approach. Ensure that the instructions are clear and concise, action-oriented, and in a logical sequence, with each step naturally leading to the next.

Step 5: Use visual aids as necessary

If it would be easier to show through visual imagery, add images or videos as necessary. With this, you can use tools or software like Knowby to help you create seamless work instructions and instruction manuals to share with your team.

Why Use Knowby to Create Work Instructions?

With flexible access control capabilities, Knowby work instruction software can be used for both customer-facing instructions and internal staff processes, eliminating the need for multiple systems. Available in over 130 languages, the Knowby Pro platform allows you to create Work Instructions using a combination of text and images and / or video.

Customer facing instructions and beyond

Customer Facing Instructions & Beyond

“Knowby is the best way to deliver any instruction. Now we use public Knowbys for our customers and we also use it as our work instructions for internal processes.

It's reduced our onboarding time and volume of customer enquiries”

Derek Mansur, Bronco Built

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Quick QR Code Access

Nobody wants to read a manual. Make it easy for your customer and eliminate frustrations.

Allow employees or customers instant access to instructions using QR codes.

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Track Who
Has Been Trained

In terms of safety and compliance, Knowby allows you to train and document who has been trained.

You can turn mandatory steps on and off in the backend so you have the flexibility of how you need employees or customers to move through each instruction.

presentation

Reduce Reliance
on Key Staff

"I think the value of Knowby internally is that we consider it to be the one source of truth. It has reduced reliance on a key man, which has added value to our business."

Derek Mansur, Bronco Built

plant

Reduce Downtime

Making the knowledge accessible to everyone when and where they work means everyone has help when and where they need it.

“Knowby’s been great for implementing our products with customers, which has been a big hurdle in general.”

Tom, Bearhug Pallet Wraps.

Buld

Stand Out
From The Competition

“Knowby has been a great differentiator for Bronco Built by delivering exceptional instructions to our customers.”

Derek Mansur, Knowby customer

Frequently Asked
Questions

Why is there no sound on the instructions?

Why is there no sound on the instructions?

Knowby is intentionally designed to play videos without sound. This encourages users to focus on the concise 20-second visual content and read the step description below.

This approach helps prevent misunderstandings caused by accents or unclear audio and supports multilingual instruction. Knowby can be automatically translated into over 137 languages, allowing global teams to access instructions in their preferred language.

Additionally, step text is limited to 350 characters, ensuring content is clear and to the point.
What if I want to edit or change the steps?
What if I want to edit or change the steps?

Knowby includes an in-built media editor called Knowby Studio. Its intuitive interface allows you to easily modify steps—without disrupting the flow.

You can:
- Crop images or videos (16:9, 3:4, square, etc.)
- Annotate (add lines, figures, and text)
- Attach stickers
Step text supports:
- 4 heading sizes
- Code blocks
- Bold, italic, strikethrough
- Blockquotes
- Numbered and bulleted lists
- Hyperlinks
You can also merge steps, change the order of steps, delete and add steps
Can Knowby create written instructions just from images?

Can Knowby create written instructions just from images?

No. Knowby does not generate copy from images or video alone. This is intentional—for health and safety and compliance reasons, the platform requires the original instructional content (e.g., voiceover or text) to ensure accuracy and traceability.

You can add images manually, but the AI needs an existing script or voice recording to segment into steps.

Knowby does not create content—it organises content you've already approved.
Can you create steps manually if they’re already written?
Can you create steps manually if they’re already written?

Yes, absolutely. You can create steps manually in Knowby if you already have them prepared.

Manual Step Creation in Knowby:
1. Enter step-by-step instructions manually
2. Add media like images or videos
3. Write or paste your own copy per step
4. Reorder steps with drag-and-drop functionality
You don’t have to use AI or video—you can:
- Build instructions from scratch
- Maintain full control of the content
View a knowby instruction on how to build your first knowby manually.
Can you create text-only steps using Knowby?
Can you create text-only steps using Knowby?

Yes! Knowby fully supports text-only instructions.

How to create text-only steps:
1. Create a new instruction set or edit an existing one
2. Add a step and choose the text-only option
3. Enter the step description (instructions, warnings, guidelines, etc.)
4. Skip adding images or videos
5. Repeat for each step
This is great for compliance or documentation-based processes.

Why is there no sound on the instructions?

Knowby is intentionally designed to play videos without sound. This encourages users to focus on the concise 20-second visual content and read the step description below.

This approach helps prevent misunderstandings caused by accents or unclear audio and supports multilingual instruction. Knowby can be automatically translated into over 137 languages, allowing global teams to access instructions in their preferred language.

Additionally, step text is limited to 350 characters, ensuring content is clear and to the point.

What if I want to edit or change the steps?

Knowby includes an in-built media editor called Knowby Studio. Its intuitive interface allows you to easily modify steps—without disrupting the flow.

You can:

Crop images or videos (16:9, 3:4, square, etc.)
Annotate (add lines, figures, and text)
Attach stickers

Step text supports:

4 heading sizes
Code blocks
Bold, italic, strikethrough
Blockquotes
Numbered and bulleted lists
Hyperlinks

You can also merge steps, change the order of steps, delete and add steps

Can Knowby create written instructions just from images?

No. Knowby does not generate copy from images or video alone. This is intentional—for health and safety and compliance reasons, the platform requires the original instructional content (e.g., voiceover or text) to ensure accuracy and traceability.

You can add images manually, but the AI needs an existing script or voice recording to segment into steps.

Knowby does not create content—it organises content you've already approved.

Can you create steps manually if they’re already written?

Yes, absolutely. You can create steps manually in Knowby if you already have them prepared.

Manual Step Creation in Knowby:

Enter step-by-step instructions manually
Add media like images or videos
Write or paste your own copy per step
Reorder steps with drag-and-drop functionality

You don’t have to use AI or video—you can:

Build instructions from scratch
Maintain full control of the content

View a knowby instruction on how to build your first knowby manually.

Can you create text-only steps using Knowby?

Yes! Knowby fully supports text-only instructions.

How to create text-only steps:

Create a new instruction set or edit an existing one
Add a step and choose the text-only option
Enter the step description (instructions, warnings, guidelines, etc.)
Skip adding images or videos
Repeat for each step

This is great for compliance or documentation-based processes.

Work Instructions Examples

Knowby Pro, with its versatile features and user-friendly interface, is rapidly becoming an essential tool across various industries. In manufacturing, construction, and health and safety, Knowby Pro offers clear, accessible video instructions and detailed text guides that simplify complex procedures. From assembly line tasks and construction site protocols to health and safety guidelines, Knowby Pro's scannable QR codes provide instant access to critical information. This empowers workers to perform their duties accurately and safely, ensuring compliance and efficiency. Explore more examples below to see how Knowby Pro can streamline your operational processes.

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Operator Training - K-Tec ADT Scraper

This Work Instruction covers the starting procedure for operating a K-TEC ADT scraper behind a Volvo articulating dump truck.

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Procure to Pay - Create a Purchase Requisition Work Instruction

In this Work Instruction we'll be creating a purchase requisition. It's the first step in the procure-to-pay process.

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Ford GT40 Start up Work Instruction

This Work Instruction guides you through the step-by-step process of starting a classic Ford GT40, from ignition to gear engagement.

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Business Change Impact Assessment

Business Change Impact Assessment

Discover how to conduct a Change Impact Assessment with this Work Instruction. In just a few steps, learn to identify potential risks, engage stakeholders, and evaluate the impact on resources.

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