Do you need a template for your operating instructions? In this article, you will find the key information you need to create specific and legally compliant operating instructions for your company. We will guide you through the essential components of an operating instruction and explain how these can be optimally implemented in everyday working life.
The most important facts in brief
✓ Operating instructions are central instruments for occupational safety, based on legal principles, and must contain clear guidelines for the safe behavior of employees.
✓ An effective instruction manual identifies potential hazards, specifies protective measures and gives clear instructions for safe working procedures, whereby pictograms and symbols can improve comprehensibility.
✓ Operating instructions must be regularly updated and adapted to specific operational circumstances, whereby the instruction of employees and the documentation of this training are essential for compliance with the employer's obligations.
Basics and importance of operating instructions
Operating instructions are like road maps for your employees: They provide clear instructions for safe behavior and are particularly important when hazards cannot be completely avoided by other measures.
These instructions are based on legal principles such as the Occupational Health and Safety Act and the Ordinance on Industrial Safety and Health, and contain important information for employees.
The advantages of operating instructions are obvious. They can be created according to a practical structure and adapted to the specific conditions of the company. They are a key tool for influencing employees to behave in a safe manner.
However, an operating instruction is more than just a list of rules. They are concrete instructions that help employees to carry out their tasks safely and efficiently. It is an important part of occupational safety and should have a high priority in every company.
Elements of an effective model operating instruction
An effective standard operating procedure is like a well-planned menu. It contains all the ingredients necessary for a safe and efficient workflow, from areas of application to protective measures and rules of conduct.
1. identification of hazards
Hazards in the workplace can be manifold. They can arise from handling machines, tools, substances or from carrying out specific activities. An effective operating instruction identifies all these hazards and provides clear instructions on how they can be avoided or minimized.
Hazard identification is a continuous process for assessing risks in the workplace. It is crucial for maintaining a safe working environment and minimizing risks for employees. The use of checklists ensures this process for designing a safe workplace.
The results of the risk assessment should be listed in an operating instruction in order to provide employees with clear instructions on how to carry out their activities safely. The following sources of information are extremely relevant:
- Occupational health and safety regulations
- Accident prevention regulations
- Operating instructions from the manufacturer
- Safety data sheets
You can find sample instructions for carrying out the risk assessment in this article.
2. definition of protective measures
The definition of protective measures is an essential part of any effective operating instruction. They must take into account the state of the art as well as findings from occupational medicine, hygiene and ergonomics.
There is a clear order of priority according to the STOP or TOP principle when determining protective measures. The TOP principle determines the order of priority of the protective measures. It begins with the technical measures (T), followed by the organizational measures (O) and finally the personal protective measures (P).
3. instructions for safe behavior and work procedures
Clear and comprehensible rules of conduct are an important part of every operating instruction. They inform employees how to behave correctly in certain situations in order to minimize the risk of accidents and health risks.
The design of operating instructions should be simple and clear. This enables information to be conveyed quickly and clearly and ensures that employees can easily understand and follow the instructions.
One effective way of making operating instructions easier to understand is to use pictograms and symbols.
Adaptation of the template to company-specific conditions
Model operating instructions are a good starting point, but they must be adapted to the specific conditions of the operation. This requires knowledge of the specific work processes and the materials and equipment used.
The employer is responsible for adapting the model operating instructions to the operational conditions. This also includes
- revising the operating instructions when new work equipment or technologies are introduced
- revising the operating instructions when changes occur in the procedures
- revising the operating instructions when new substances are used
According to Section 87 (1) BetrVG, the works council's right of co-determination must be taken into account when creating operating instructions. After all, operating instructions should always be individually tailored to the respective workplaces in order to prevent any hazards.
Instruction of employees with the operating instructions
Instruction is an essential part of occupational safety. They must include the specific hazards, the protective measures taken and the planned behavioral instructions.
Instruction in occupational health and safety should take place regularly and in different situations to ensure that employees always have relevant safety information and keep their knowledge up to date.
Operating instructions must be available in an understandable language and, if necessary, translated for foreign-language employees. Finally, the instructions must be documented in order to comply with the employer's obligations.
Updating your operating instructions
Updating operating instructions is a continuous process that ensures that the instructions are always up to date. They are updated in the event of new laws, regulations or technical standards.
Changes to operating instructions should be communicated internally in a clear and comprehensible manner. When a change is implemented, a validity period should be defined to ensure that the operating instructions are up to date.
Free template and sample for download
There are many providers who offer free templates and samples for operating instructions. For example, more than 100 exemplary templates and samples for operating instructions are available in the "Safety Manual for Occupational Health and Safety". In most cases, manufacturers provide operating instructions for the use of their products free of charge.
You can find a template for operating instructions for working alone here.
Conclusion
Effective operating instructions are more than just a list of rules. It is a key tool for workplace safety and helps employees to perform their tasks safely and efficiently. With the right resources and tools, you can create an operating instruction that is tailored to the specific conditions of your business and ensures the safety of your employees.
