Sheet 20
HOW TO INSTRUCT STAFF
To ensure that work is performed correctly, instructions to staff should follow the guidelines provided below.
1 Instructions Must be Clear and Concise.
When you give instructions, you must provide some background information and make the main points clear so that staff may understand the purpose and contents of the instruction. Check whether or not the instructions that you give include the following details.
・What
Clarify what actually should be done and how much work this will entail.
・Why
Explain the purpose and significance of the work. If the job is part of a more comprehensive program, it is essential to explain the overall purpose of the program so that staff may understand how their work relates to other parts.
・Who
Make it clear as to whom the instruction has been given. Is the work the sole responsibility of one member of staff or are other colleagues assigned to the same section of work ?
・When
Outline as to when the work should commence and be completed.
・Where
Provide details of where the work should be done if necessary.
・How
Give details about the procedures that must be taken and how much budget has been allocated for this purpose.
In the following cases, it might be better to take additional measures such as providing the instructions in writing or ensuring that staff take notes if the work is to be properly carried out.
・When you instruct staff to undertake any form of complex job.
・When there is possibility that serious trouble may arise if staff misunderstand the instructions.
・When the procedures involved are extremely important and the work must be carried out in a particular way.
・When statistics and figures are important to the job.
・When there is possibility of staff making a mistake or forgetting the contents of the instruction.
・In your absence when you must provide instructions to staff through others.
