Lean Tools for process improvement

 

TWI Job Instruction

Job Breakdown Sheet template

The field-proven best way to train people — with fast, repeatable, consistent results

While self-study has highly variable learning success —
supervisor-led TWI training has close to 100% learning success 1

Job Breakdown Sheet

Excel template for TWI Job Instruction training preparation

TWI Job Breakdown Sheet Excel template

Purposes

1) Instructor Notes

The Job Breakdown Sheet was originally designed to serve as Instructor Notes,

used only by a Supervisor,

to help the Supervisor prepare for and effectively deliver face-to-face training using the TWI Job Instruction method

2) Work Instructions

Because this format is so useful, it has also become popular to make these written instructions available directly to the worker

 

 

 

If your process is controlled

by ISO 9001, or FDA, or any other controlling authority...

then it is forbidden to leave your Job Breakdown Instructor Notes with the worker — unless the document conforms fully with all relevant document control requirements.

 


How to use your

Job Breakdown Sheet template

Choose which template to use

The Job Breakdown Sheet is available in two ways:

  1. As a stand-alone template (JobBreakdown.xlsx)
  2. As a sheet within your Standard Work template (StdWork.xlsx)

The stand-alone template is not available as a trial,
so trial users will use the StdWork template.

Systems2win menu > Systems2win Templates

Find and open your template

Find and open your JobBreakdown.xlsx or StdWork.xlsx template
in the same way that you find and open
your other 150+ Systems2win templates.

If English is not your native language

Switch to your language, just like every Systems2win Excel template.

Open a blank sheet

Systems2win menu > Open a Blank Sheet

Open a blank Template sheet

Systems2win menu > Open a Blank Sheet

Even on the Standard Work template

the 'Open a Blank Sheet' button
will open a new Job Breakdown Sheet

(Usually, there will be only one 'StdWk' sheet per workbook,
so this button is used to add Job Breakdown sheets)

Write your Work Instructions

Pop-up Help

Remember, in any Systems2win template, you can click any row or column header to get pop-up help.

Key Points

It is a good idea to use visual bullets to highlight Key Points:

Key Points Bullets

+ Safety factors

◊ Quality considerations that make or break the success or failure of the job

√ Tricks of the trade that make the job easier to do

Learn more in the training for the TWI Pocket card (below)

How to copy bullet characters from the header field:

  1. Select the gold header field
    at the top of the column for 'Comments / Key Points'

    (Use Freeze Panes to keep your headers visible as you scroll)

  2. Copy the special characters from the Formula Bar

The Standard Work Instructions training video demonstrates how to copy shapes from the header field.

Shapes and Icons

You can use shapes and icons for safety, tools, equipment, materials, supplies,
and anything else that is better communicated using symbols rather than words.

Where to find and copy shapes:

Systems2win menu > Copy Shapes
  1. In the 'Favorite Shapes' section of your template sheet
  2. Systems2win menu > Copy Shapes

has many more shapes

that are always available
to be quickly copied to ANY Excel workbook

and it has links to training for how to find and use Excel's large palette of standard shapes

and it might have been personalized by your leaders,
to include your own unique shapes

Excel Tips

On the 'Help' sheet of every Systems2win template you will find a section for
'Excel Tips Most Valuable for THIS Template'.

It would be a real good idea to refer that section of the 'Help' sheet now.

Train your users

The magic of the TWI Job Instruction method is not in the written job instructions.

The magic happens when you follow the instructions on your TWI Job Instructions Pocket Card.


Bookmark = card

Front of the
TWI Job Instructions Pocket Card...

we have added additional tips in grey

How to Get Ready to Instruct

Have a timetable
using the Training and Skills Matrix

  • How much skill do you expect which workers to have — by what dates?

Break down the job into concise Instructor Notes
using the Job Breakdown Sheet

  • List the major steps (what to do)
    • The important steps that advance the work
    • Small enough to chew and swallow in one bite
    • Ideally with roughly similar amount of work in each step
    • Start each major step with an action verb
  • Pick out the key points (how to do it)
    • + Safety factors are always a key point
    • ◊ Quality considerations that make or break the success or failure of the job
    • √ Tricks of the trade that make the job easier to do
    • If more than 5 key points, consider breaking into separate major step
  • Summarize the reasons for key points (why)

Have everything ready

  • The right equipment, materials, supplies, and instruction aids
  • Ensure that all process documentation is up to date to accurately reflect current best practices
  • Ensure that the worker has permanent and easy access to process documentation and training materials

Have the work place properly arranged

  • Just as the worker will be expected to keep it

Back of the
Job Instructions Pocket Card...

we have added additional tips in grey

How to Instruct

Step 1 — Prepare the worker

  • Put the person at ease
  • State the job
  • Find out what the person already knows about the job (or similar type of work)
  • Get the person interested in learning the job
  • Place the person in the correct position (usually looking over your shoulder)

Step 2 — Present the operation

  • Tell, show, and illustrate each major step — one at a time
  • Demonstrate again — Stress each key point, and reasons for each key point
  • Written process documentation should be introduced only AFTER demonstration. (Can be at the end of Step 2 or Step 3)
  • Instruct clearly, completely, and patiently
  • Teach no faster than the learner can master

Step 3 — Try out performance

  • Have the learner do the job — with the instructor allowing the learner to work in silence — but correct any errors immediately (so that wrong habits never start) and perhaps again demonstrate anything that wasn't fully learned
  • Have the learner do it again — this time explaining each important step
  • Have the learner do it again — this time explaining every key point
  • Have the learner do it again — this time explaining the reasons for every key point
  • Make sure the person understands. Continue until you know they know.

Step 4 — Follow up

  • Put the person on their own
    • Make clear how much work is expected to be done over what period of time
    • Now might be a good time for a brief refresher on the concepts of takt time and pitch
  • Ensure that the person knows where to find (easily accessible) process documentation.
  • Designate to whom the person goes for help.
    Almost always the same supervisor that did the original training.
  • Check back frequently to see how things are going.
  • Encourage questions.
  • Taper off extra coaching as it becomes evident that the person has mastered the new skill.

If the worker hasn't learned, the instructor hasn't taught

 

Get your own editable TWI Pocket Cards

TWI Job Instructions Pocket CardIncluded with the Systems2win Lean Training templates
are templates that make it easy to quickly create your own TWI Pocket Cards.

You can easily personalize your company's TWI Pocket Cards,
then print, cut out, laminate, and distribute to your supervisors as part of their TWI training.

Each card is perfectly sized to be the exact same size as a credit card.

In addition to the Job Instructions Pocket Card, there are also pocket cards for
Job Methods, Job Relations, and a pocket card for second line supervisors and Change Agents.

 

As you edit your own personalized Pocket Cards and Instructor training materials,
just be sure to comply with Charles Allen's Four Rules of Training:

  1. Prepare — Connect the learning experience with the learner's own experience
  2. Present — Present new information in small chunks
  3. Apply — Do it; and show that the learner can do it
  4. Test — Repeat without help from the instructor

Bookmark = tools

Useful tools for worker training

  • Job Instructions Pocket Card — To quickly remind supervisors how to follow the TWI training method

  • Job Breakdown — Instructor Notes usually used only by the supervisor for training

  • Job Instructions — Detailed Visual Work Instructions always available for worker reference

  • Standard Operating Procedure — Another popular format for detailed worker training

  • Standard Work Instructions — Short instructions usually taped in front of the worker for constant reference

  • Layout Diagram — Also often taped alongside Standard Work Instructions

  • Cross Functional Flowchart — For processes that get handed off

When you own your Systems2win templates, you own ALL of these tools,

so that you have the right tool to train your workers for ANY type of process


Bookmark = Systems2win

Use TWI to train your people
to use their Systems2win tools

Your supervisors can use TWI Job Instruction methods (above) to train your people to use their Systems2win tools — quickly, inexpensively, and thoroughly.

Here are a few things that Systems2win does to make TWI easier for your supervisors to teach:

  1. Quick Start training for what every user should know before using ANY Systems2win template.
  2. The Help worksheet found in every Systems2win template has sections for:
    • Purpose (state the job)
    • Instructions for How to Use This Template
      (complete written instructions, with major steps and key points highlighted)
  3. Your supervisors can use the Training Matrix to define who needs to be trained to use which tools.
  4. Free online training (above) for training your own in-house Instructors on how to train your own people using the success-proven TWI training methods.
  5. Systems2win offers affordable web conference training — with a live instructor.

 

TWI

Split long topics into multiple sessions

Most Systems2win tools are so drop-dead simple to use that the only training that will be required will be the Quick Start training and the help found on the Help worksheet.

Other templates might justify one short TWI session with your in-house Instructor.

A few of the "crown jewel" templates are complex enough for your in-house Instructor to consider splitting into multiple sessions. For example, if a person or team has never even used a Value Stream Map before, then it might make sense to have a couple of sessions to introduce the foundational symbols and concepts. And then perhaps have a training session for each phase of value stream mapping — rather than trying to cover the entire process in one overwhelming session.

The "crown jewel" templates that cover the most complex concepts are:

Although each one of the individual Kaizen tools are pretty self-explanatory, the way they all fit together within the kaizen process might deserve Instructor attention.

And if you are at all involved in Lean Office or Lean Healthcare, then extra training is almost always required in order to get people through the fundamental concepts of what lean is really all about, and how most of those concepts most certainly CAN apply to their "unique" challenges.


Suggested Reading

Learn more about TWI Training Within Industry

See TWI Suggested Reading

Systems2win lean training tools


Footnotes

1 Success rate is close to 100% when done correctly. Success rate can be as spotty as anything else if TWI training and/or execution is sloppy or incomplete.

 

 

 

 

This Job Breakdown sheet comes as both a standalone template, and as a worksheet within the Standard Work template

(which is in the free trials)

 

 

 

 

 

 

 

 

 

 

 
 

 

Own ALL of the TWI tools
AND
the Training Design tools
AND
the Lean Tools