Work instruction

📘 How to Create a Work Instruction Using AI (Beginner-Friendly Lesson Sheet) 🧠 Objective: Learn how to take rough ideas (spoken or written) and turn them into a clean, professional Work Instruction using AI tools like ChatGPT. ✅ What You’ll Need: Your voice (for speaking the steps) A phone or device with text-to-speech or voice-to-text feature Access to ChatGPT The Work Instruction (WI) Template from SharePoint Pictures (if needed for your WI) 🔁 Your 7-Step Process Step 1: Speak It Out 🎤 Use your phone’s voice-to-text tool to record what you do in the process you're documenting. 🟦 Example: "First, go to the schedule. Then click the blue play button. After that, press start. That tells Chronos to send the recipe to the machine." Step 2: Drop It into ChatGPT 💬 Paste what you recorded into ChatGPT. 🟦 Example prompt to use: “Hey ChatGPT, I’m writing a work instruction. Here are my notes. Can you organize the steps with key points and reasons?” Step 3: Review and Refine with ChatGPT ✅ Ask ChatGPT to: Organize your steps clearly Add Key Points and Reasons for each step Make it easy for someone new to understand Step 4: Copy It into the WI Template 📂 Go to: SharePoint > Lean Folder > WI Template ➡️ Open the template ➡️ Click File > Home > Right-click > Open a Copy 📋 Paste your refined steps into the template under: Steps Key Points Reason Step 5: Add Pictures and Labels 🖼 Insert screenshots or photos for each step if needed. ➡️ Click on the picture ➡️ Go to References > Insert Caption ➡️ Choose “New Label” and name it “Step” ➡️ Adjust the number as needed Step 6: Submit for Review 📤 File Path: SharePoint > Lean Folder > Documentation – Work > Work Instructions > Review Queue 🧾 Reviewers: Area Manager, Team Lead, or Stakeholders 📅 Goal: Review within 1 week Step 7: Train and Post 👨‍🏫 Team Lead should: Train team members within 1 week Post it in the relevant area for easy access 🛠 Bonus Tips: Be clear and specific with your voice notes. Always answer: “What is the step?” “Why is it important?” If unsure, ask ChatGPT: “Can you explain why this step matters for safety or quality?” 📄 Example Prompt to Copy: “Hey ChatGPT, I recorded some steps using voice-to-text. Can you help me turn them into a clean work instruction with steps, key points, and reasons?”