Documentation

Work Instructions Software to Strengthen Teams in 2022

Work instruction software is makes your teams’ jobs easier by reducing confusion so they can be more productive, and reducing costs on training and potential setbacks. Here's a list of the best software on the market.

Introduction

Work instructions are necessary for making sure tasks and processes are done the right way the first time around — but creating, maintaining and distributing work instructions can quickly get complicated.

Many teams turn to basic documentation software to create work instructions and share PDFs or text documents through shared folders, email or printed physical versions. But documents can easily become misplaced, information becomes outdated and managing versions becomes a full-time job. 

An easier way to handle work instructions is with software. Work instructions software removes the complex, confusing and annoying processes to make managing your work instructions a breeze. 

The top work instructions software solutions 

  1. Dozuki 
  2. Stonly
  3. Scribe
  4. Andonix Smart Work Station
  5. ScreenSteps
  6. Poka.io
  7. LivePro
  8. WorkClout
  9. SwipeGuide
  10. REWO

What is work instructions software? 

Work instructions software helps users create step-by-step guides that team members and staff can follow to ensure consistency and compliance with standardized processes. Work instructions are often used during onboarding or training, but also provide team members with easy access to the information they need to do their job correctly. 

While some teams and industries can rely on a shared folder and static documents, it can often be confusing and messy for teams where work isn’t done at a desk or with complex processes. If you work in manufacturing, a factory or other frontline positions, work instructions need to be quickly and easily accessible from mobile devices. And dealing with complex machinery or tools require specific instructions that are often difficult to define with just text. 

This is where work instruction software can perform where static documents can’t. Software makes creation, distribution and management easy and provides a central location for employees to access information regardless of where they are. 

Benefits of work instructions software

The biggest benefit of using work instruction software is that it makes your teams’ jobs easier, helping reduce confusion so they can be more productive and you can reduce costs associated with training and errors. 

Work instructions software also helps companies and teams: 

  • Maintain consistency and accuracy when it comes to following standardized processes and procedures. 
  • Create a central repository for all documentation, giving team members a clear place to look when they need further assistance or instruction. 
  • Manage work instruction versions so all team members are working from the most up-to-date and accurate guides. 
  • Share knowledge amongst team members and more efficiently train or onboard staff and new hires. 
  • Increases productivity and reduces the cost associated with maintaining work instructions, as well as time and expenses for onboarding and training. 

Key features of work instructions software 

There are many different work instructions software on the market (and we’ll get to some of the best in a second), each designed for different teams, uses, and needs. Finding a tool that works for you is most important, but here are some key features to look out for: 

  • Visual instructions and media. Work instruction software that allows you to add videos, gifs, or charts can bring clarity to complicated processes and help reduce errors. 
  • Process and version control. Keep track of which instructions you’re sharing with team members and ensure everyone is working from the right version. 
  • Reporting and analytics. Built-in reporting and analytics can help you identify which processes or tasks your team needs more direction on so you can provide additional training or resources. 
  • Clean user experience. A visually appealing and clean UX makes it easy for team members of any experience level to find and engage with the instructions they need. 
  • Document permissions and sharing. Control who has access to specific guides and documents, ensuring team members don’t get confused by processes they aren’t involved in. 

Work instructions software solutions in 2022 

1. Dozuki

G2 Rating: 4.4/5 stars
Capterra Rating: 4.3/5 stars

Pricing: Starting at $17/month/user 

Features: 

Dozuki is a manufacturing workforce transformation platform that makes it easy to standardize, train and execute work in plants, factories and on the field. Dozuki lets you do everything from capture knowledge from experienced employees to collect insights from real-time data, helping you make sure your work instructions are up-to-date and accurate. 

Dozuki houses your work instructions, as well as lets you create modules to guide new hires and employees through training modules and instructions. Employees can access past guides and processes as well as learn something new — all with built-in analytics and tracking that lets supervisors keep an eye on who has completed what. 

2. Stonly 

G2 Rating: 4.5/5 stars
Capterra Rating: 4.6/5 stars

Pricing: Free plan available

Features: 

Stonly is an interactive guide that can lead employees (and even customers) through issue resolution, training and other work processes. Stonly creates interactive trainings that make learning more engaging for your team, helping them implement their knowledge for better retention. Use it to onboard new employees, create knowledge bases or add instructions and launch guides directly to third-party tools your team uses every day. 

Stonly comes with pre-made templates, including a step-by-step instruction guide that makes creating work instructions easy. Templates make it easy for supervisors and managers to create their own work instructions, keeping their own teams in the know more efficiently. 

3. Scribe 

G2 Rating: 4.9/5 stars
Capterra Rating: 4.3/5 stars 

Pricing: Free basic plan

Features: 

Scribe lets you turn any process into a step-by-step guide in just a few seconds, helping your team quickly share knowledge and work instructions without needing to invest hours in creating documentation. With Scribe, all you need to do is record your screen while completing a particular task and the software automatically generates a sharable guide with step-by-step visual instructions. 

Scribe offers multiple sharing options, including direct links, PDF documents or the option to embed your guide in different tools and wikis. Use it to create existing work instructions that become part of onboarding processes and training manuals or to answer one-off questions or provide additional clarity to a struggling employee. 

4. Andonix Smart Work Station 

G2 Rating: 4.9/5 stars

Capterra Rating: 4.9/5 stars

Pricing: Custom quote

Features: 

Smart Work Station from Andonix is a mobile and web-based solution designed to manage operational procedures for frontline workers and supervisors. It creates digital operating procedures with multimedia visual support, including videos, pictures and drawings for additional clarification and faster onboarding and training.

Smart Work Station connects to your machines and provides an alert when they don’t perform as they should. A smart chatbot guides employees through the process of identifying, containing and correcting the problem, helping team members through complex tasks in real-time. With all of your knowledge stored in one place, your frontline team can easily access the information they need to solve problems quickly and keep productivity high.  

5. ScreenSteps 

G2 Rating: 4.7/5 stars

Capterra Rating: 4.8/5 stars

Pricing: Starting at $239/month for up to 25 users

Features:

ScreenSteps is a knowledge sharing and training tool designed for contact centers, software implementers and B2B SaaS vendors. ScreenSteps eliminates the need for memorizing processes or steps by giving employees and agents the information they need right when they need it, eliminating confusion, reducing errors and increasing productivity. 

Your knowledge base is also easily searchable so employees can find the exact work instructions they need to review or share with another team member. You can even create special troubleshooting guides that cover complex issues or generate courses to aid in employee training processes. Different authorizations and permissions keep content within the appropriate team constraints, so everyone gets access to the information they need without getting overwhelmed by the things they don’t. 

6. Poka.io

G2 Rating: 4.7/5 stars 

Capterra Rating: 4.7/5 stars

Pricing: Custom quote
Features: 

Poka.io is another mobile and web-based tool designed to provide frontline workers in factories or shop floors with real-time information so they can solve problems and share information more efficiently. Workers can access work instructions by scanning QR codes or searching the centralized database to quickly and easily find the information they need. 

Poka.io supports multiple languages, making it a powerful tool for diverse or international teams. It also has robust tracking and reporting, so you can see who is accessing documents and ensure all appropriate team members engage with the instructions and information they need to do their job efficiently. 

7. LivePro 

G2 Rating: 4.9/5 stars

Capterra Rating: 4.8/5 stars

Pricing: Custom quote

Features: 

LivePro is a knowledge management software tool for improving customer experience. As a work instructions tool, LivePro guides users through step-by-step processes to help them better understand complex processes. It provides concise directions and answers to customer questions, making it easy for your team to find the information they need to do their job. LivePro has a robust search feature so your team can find exactly what they’re looking for in just a few seconds. 

LivePro can help your staff feel more comfortable and confident assisting customers, and you’ll experience fewer mistakes and a lower risk of error. Easy-to-follow process guides help cut training costs and improve team productivity, helping new agents get up and running faster. 

8. WorkClout

G2 Rating: 5/5 stars

Capterra Rating: 4.9/5 stars

Pricing: Starting at $25/user/month

Features: 

WorkClout’s platform is designed for quality engineering teams, helping them eliminate tribal knowledge and establish global standards. Manage documents and versioning, access documents in real-time and organize everything into folders and assets. Make sharing photos, videos, and files easy, all on a mobile-friendly platform. 

WorkClout has flexible integrations and scales as your business grows. Work intuitively in real-time, allowing your team to stay connected and updated immediately on changes or process updates. All your data and information are encrypted and secure, so your team can work with peace of mind. 

9. SwipeGuide 

G2 Rating: 4.8/5 stars

Capterra Rating: 4.3/5 stars

Pricing: Starting at $350/month

Features: 

SwipeGuide goes beyond just capturing and sharing knowledge — it also focuses on constantly improving it. Digital work instructions help capture information knowledge from frontline employees, keeping everyone in the loop and up-to-date so they can complete tasks faster. Align teams to increase productivity, prevent errors and reduce downtime and delays. 

SwipeGuide keeps things simple and visual, making it easy for employees to follow along as they’re completing a task. Employees are involved in the instruction creation process, giving them an opportunity to provide direction, feedback, and on-the-job insight to ensure all your work instructions are accurate and easy to understand. 

10. REWO 

G2 Rating: 4.7/5 stars

Capterra Rating: 4/5 stars

Pricing: Custom quote

Features: 

REWO creates visual work instructions through a plug-and-play end-to-end video platform. REWO makes capturing, visualizing and communicating knowledge to anyone easier, more flexible and more efficient. Visual work instructions help guide employees through complex processes and reduce human error. A built-in feedback loop makes employees more engaged and helps refine your work instructions and processes. 

Analytics and benchmarking help you gain visibility into your instructions so you can identify which processes employees might need additional training or direction on. REWO is also easy to use for new hire onboarding or when introducing a new product or process. Integrate with systems you already use to make adding REWO a breeze. 

Improve workplace productivity with work instructions software

As you scale, maintaining consistency and ensuring employees are following processes appropriately becomes a massive challenge — one made even harder if you’re trying to do it without software. Using work instruction software eliminates extra work for your team, maintains consistency and ensures easy access to employees regardless of where they’re working from, helping your team increase productivity while cutting costs.

With the right work instructions software supporting you, your team can be stronger and more efficient.