Instruction Record

Document the proper execution of an instruction.

Instruction Archive in Practice

Certain occupational safety topics must be documented, indicating who has been trained, instructed, or briefed on which topic. With an instruction record, you should have each instruction confirmed by your employees' signature.

The documentation should be kept for two years in order to be able to provide evidence of the instruction if necessary (fulfillment of obligations) and to have an overview of the instruction contents and participants.

An instruction record is a document that provides evidence that an instruction or education on a specific topic has been conducted. In many work areas, it is legally required that employers regularly instruct their employees on safety regulations, occupational safety measures, or other relevant topics. The instruction record serves as written evidence that these instructions have taken place.

What measures need to be taken?

The documentation of employee instructions is an important aspect in the field of occupational safety and compliance with regulations. By documenting the instructions, you ensure that you meet legal requirements, monitor the effectiveness of the instructions, and have evidence of the instructions conducted in case of accidents or legal disputes.

Procedure

Here are some steps to consider when documenting employee instructions.

Participant list: Create a list with the names of the participating employees. This list should include information such as name, date of instruction, employee's signature, and any additional information.
Instruction content: Record the specific content of the instruction. This can include a summary of the topics covered, safety procedures, or work instructions.
Instruction date and duration: Note the date on which the instruction took place, as well as the duration of the instruction. This is helpful to ensure that employees are instructed regularly and reach the required instruction time.
Signatures: Have the participating employees sign after completing the instruction to confirm that they attended the instruction and understood the content covered. You can also add the signature of the instruction leader or instructor.
Retention: Safely store the documentation. This can be done in physical form in a file folder or electronically in a secure file system. Ensure that the documents are easily accessible and protected from loss or damage.
Update: Regularly review and update the instruction documentation to ensure that all employees are instructed and to identify any instruction needs.

It is important to note that the exact requirements for documenting employee instructions may vary depending on the country, industry, and specific regulations. Make sure to consider the applicable legal requirements and internal policies of your organization.

Advantages

Quick - Text still needs to be created

Disadvantages

Managing and storing instruction documentation can be challenging, especially in large companies with many employees.
Appropriate systems and processes need to be established to organize, store, and access the documents when needed.
Time-consuming: Documenting employee instructions requires time and resources. Instruction schedules need to be created, materials prepared, and the actual instructions documented.
This can impose additional burdens on staff and departments involved.

Instruction Archive in UMO

In the instruction archive, UMO documents the proper execution of an instruction. In order to fulfill the requirements for the proper execution of an instruction, the user must complete a knowledge test at the end of the instruction.

This serves both the legal requirement and the assurance and documentation of an instruction. Each manager thus receives an overview of the learning objectives of their employees.

Traceability

All conducted instructions are documented in an instruction archive. This allows for easy tracking of the instruction history for each employee. It is easy to check which topics were covered, when the instructions took place, and who participated.

Advantages

Proof that all employees have completed the required instructions. This measure protects the company from potential liability claims.
The instruction status of their employees can be tracked and monitored.
Transparency and facilitation in planning future instructions or refresher courses.
By systematically recording instructions, companies can evaluate the progress and effectiveness of their instructions.
An instruction archive enables better planning of instructions.

Disadvantages

Instructions must be conducted online

UMO by d-simple

A cloud-based learning platform specifically designed for employee training in companies. It offers a wide range of features and tools that can assist companies in conducting safety instructions. Here are some ways we can help:

Templates

Library of templates that can help create and deploy instructions more quickly.

Design

The UMO Designer allows you to create interactive modules by simply adding and customizing text, images, videos, and other elements.

Management

Enables the planning, organization, and management of instructions for any number of employees.

Date Control

Provides tools for monitoring and tracking progress.

Accessibility

Accessible anytime and anywhere, allowing employees to learn flexibly and independently of time constraints.