Instructions – need and speed

We are often in position to apply some kind of instructions and very often it is not easy. That leads to questions – are instructions in particular case really needed, is it more important to launch them faster or to ensure higher level of applicability without difficulties, as well as if and when they should be changed.

Generally, instructions are useful and needed when it is possible to describe a process in detail so that this description can ensure repeating the process with the same results and when it is needed to conduct the same process, i.e. to achieve the same results in a number of cases. That may be good starting point for thinking about the need for instructions. If it is determined that instructions are needed, focus is on preparation of instructions. Instructions should make life of those conducting respective processes easier. However, that is often not the case. Explanation, partially, lays with shortcomings in the instructions themselves. Namely, impression is that often ideas how some things can be done are presented and imposed as instructions. In practice, that leads to a number of problems in application of instructions and also to wasting resources, having in mind that a number of stakeholders are spending time trying to apply instructions that are impossible to implement and to find solutions for flaws in their design, where a number of stakeholders are trying to solve the same problem at the same time, most often without structured communication with each other. What is the reason for this – is it really so important to launch instructions fast? Even if it is, poorly prepared instructions will not lead to desired result, but to waste of time and resources and to creating bad working atmosphere.

One more important aspect is change of instructions. Even if instructions were carefully prepared, it will probably turn out that instructions are not perfect. That is fine, as long as instructions serve the purpose. On the other hand, question that should, but often is not, asked is – is it really needed and justified to change instructions. Namely, change of instructions initiates massive communication to disseminate new, modified instructions, and then requires efforts from all those that have to apply the instructions. In some cases, changes are substantial and really needed. However, in some cases changes obviously do not lead to substantial improvement, but they will nevertheless require efforts in application. Is this effort justified? Is it really so important to add some part of table or to rephrase some sentences that will not lead to real improvement? Probably not. So, when thinking about changing instructions, it should be taken into consideration if this change will produce substantial improvement. If not, it is probably not worth to introduce these changes and additional efforts are not justified.

It would definitely be better to spend more time on design and testing of instructions, before they are presented as completed and ready to use. It will take some more time in preparation, yes, but it will save much more time and resources in application. Also, introduce changes only if really needed, not every time when someone thinks it would be good to change something.

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