Knowby
Template for Creating a Work Instruction using Knowby Pro
How to Create the A Work Instruction and What Your Step-by-Step Work Instructions Should Include NOTE: This is a template created to use as a guide to how you should structure your work instruction so please adapt the PPE and the hazards relevant for each scenario.
How to Create the A Work Instruction and What Your Step-by-Step Work Instructions Should Include NOTE: This is a template created to use as a guide to how you should structure your work instruction so please adapt the PPE and the hazards relevant for each scenario.
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<h2><strong>Step 1 - Flag Any Potential Hazards Upfront</strong></h2><p><br><strong>Highlight any physical, chemical, electrical, or ergonomic hazards.</strong></p><ul><li><p>Use visual icons to communicate different types of hazards. </p></li><li><p>Reiterate hazards again within the specific step where the risk appears.</p></li></ul><p><strong>Example:</strong></p><ul><li><p><em>Hazard: Sharp edges – Wear cut-resistant gloves</em></p></li></ul><p><strong>Use Knowby’s visual markup features or icons to reinforce the warnings.</strong><br></p>

Step 1 - Flag Any Potential Hazards Upfront


Highlight any physical, chemical, electrical, or ergonomic hazards.

  • Use visual icons to communicate different types of hazards.

  • Reiterate hazards again within the specific step where the risk appears.

Example:

  • Hazard: Sharp edges – Wear cut-resistant gloves

Use Knowby’s visual markup features or icons to reinforce the warnings.

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<h2><strong>Step 2 - PPE (Personal Protective Equipment)</strong></h2><p><br>Clearly state what PPE is required before starting the task. This section should be visible early in the instruction flow. List each required item.</p><p><strong>Items may include:</strong></p><ul><li><p>Eye protection, gloves, steel-toe boots, respiratory masks, hearing protection</p></li></ul><p><strong>Tip: </strong>Use images or icons for each PPE item. <br><br><strong>Tip: </strong>Keep a folder of PPE images or equipment on your computer so you can add the relevant items into each knowby.</p><p>You can also create a step for each item. <br></p>

Step 2 - PPE (Personal Protective Equipment)


Clearly state what PPE is required before starting the task. This section should be visible early in the instruction flow. List each required item.

Items may include:

  • Eye protection, gloves, steel-toe boots, respiratory masks, hearing protection

Tip: Use images or icons for each PPE item.

Tip: Keep a folder of PPE images or equipment on your computer so you can add the relevant items into each knowby.

You can also create a step for each item.

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<h2><strong>Step 3 - Equipment or Tools Required</strong><br></h2><p><strong>List all the tools, machinery, or materials necessary to complete the job.</strong></p><p><strong>Break this into categories if helpful:</strong></p><ul><li><p>Hand tools</p></li><li><p>Power tools</p></li><li><p>Materials/consumables</p></li><li><p>Digital tools</p></li></ul><p><strong>Best practices:</strong></p><ul><li><p>Include an image of each tool if possible<strong><br></strong></p></li></ul><p></p>

Step 3 - Equipment or Tools Required

List all the tools, machinery, or materials necessary to complete the job.

Break this into categories if helpful:

  • Hand tools

  • Power tools

  • Materials/consumables

  • Digital tools

Best practices:

  • Include an image of each tool if possible

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<h2><strong>Step 4 - Start Building Your Work Instructions&nbsp;</strong><br></h2><p>This is the core of your work instruction. <br><br>Each step should be a clear, single action that guides the user confidently through the task. <br><br>You have two main ways to build your step-by-step work instruction in Knowby:</p><h5><strong>Option 1: </strong><a target="_blank" rel="noopener noreferrer nofollow" href="https://www.knowby.co/know-how/building-your-first-knowby">Build Steps Manually</a><br></h5><p><br><br><br><strong><br></strong><br></p><p></p>

Step 4 - Start Building Your Work Instructions 

This is the core of your work instruction.

Each step should be a clear, single action that guides the user confidently through the task.

You have two main ways to build your step-by-step work instruction in Knowby:

Option 1: Build Steps Manually






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<h3><strong>Option 2: </strong>Use Knowby's Video or Document Intelligence</h3><p></p><p>Knowby also allows you to <a target="_blank" rel="noopener noreferrer nofollow" href="https://www.knowby.co/know-how/how-to-generate-a-knowby-using-ai">convert narrated videos</a> or PDFs into step-by-step guides, saving significant time in the SOP creation process.</p>

Option 2: Use Knowby's Video or Document Intelligence

Knowby also allows you to convert narrated videos or PDFs into step-by-step guides, saving significant time in the SOP creation process.

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Tips for Both Methods

  • Be consistent: Whether you're writing or editing AI-generated content, use uniform formatting and tone.

  • One action per step: This helps users stay focused and reduces mistakes.

  • Always review the full flow: Run through the Knowby from a user’s perspective—does each step naturally lead to the next?

Use visual hierarchy: Bold keywords, use bullet points, and keep steps easy to scan.