Work instruction vs procedure in health and safety: differences, types, writing rules and employee acknowledgement

Short answer: § 41 of the Polish general OSH regulation lists instructions for technological processes and hazardous work, operation of machines and technical equipment, handling harmful and hazardous materials and first aid. Sites also have plant-wide documents such as the fire safety instruction required by fire regulations, and workstation instructions combining several topics.

Lean and TPM add short formats. An OPL (One Point Lesson) is a single page on one task or hazard, usually with a picture. A toolbox talk is a few-minute briefing before a shift in which a supervisor discusses one specific hazard. Both reinforce an instruction but do not replace it.

For chemicals, the source for an instruction is the safety data sheet, translated into language the worker understands.

Short answer: under § 41(2) of the general OSH regulation it should set out tasks before starting work, rules for performing the work safely, tasks after finishing and rules for emergencies threatening life or health. Instructions must be concise, understandable and available to workers at all times.

For machines, the manufacturer's manual is the starting point but does not replace the workstation instruction, which covers local conditions of use, required PPE, cleaning and shift handover, informed by the occupational risk assessment.

Good practice adds a version number, date, author, approver and next review date. There is no fixed statutory review interval; the instruction changes when the machine, process, substance or risk assessment changes, or when an incident shows it was incomplete.

Short answer: short imperative sentences, in the order of execution, with a picture at each key step. Instead of “attention should be paid to correct guard fixing”, write “Check the spindle guard is closed. If not, do not start the machine.” One sentence, one action.

Use photos of the real workstation, mandatory PPE pictograms, highlighted prohibitions, the emergency number and the location of the emergency stop. Test the text with an operator at the machine, and provide it in a language foreign workers understand.

A laminated sheet from years ago is one of the most common inspection findings: the instruction exists but describes the machine before its last modification.

Short answer: through on-the-job instruction before work starts and a confirmation tied to a specific document version. An employer may not allow work without sufficient knowledge of OSH rules, and the employee confirms in writing that they know them (art. 237⁴ KP). Familiarisation with instructions is part of workstation training.

A signature sheet in a binder does not show which version was read or who has not yet read last month's update. After each revision everyone concerned must be familiarised again.

Confirmation is not proof of understanding, so for high-risk tasks add a few check questions or a practical demonstration signed off by the supervisor.

Short answer: one instruction register with version history, QR codes at machines and electronic acknowledgements. The digital workplace safety instructions and kiosk module stores PDF or Word instructions with version, date and approver; a QR code at the machine always opens the current version.

Workers without company phones use kiosk mode on a shop-floor tablet or terminal. Each acknowledgement records the person, document version, date and time. After a new version, VIMS shows who has not confirmed it yet, and check questions can be added to selected instructions.

The register links with equipment registers and reviews and training and qualifications, so the machine view shows both the instruction and authorised operators. You can join the testing programme via the contact page.