QR codes and films for instructions

Fast facts

• The objective was to test training films linked to QR codes instead of text-based instructions.
• Three companies were involved in the pilot project: Brose Sweden AB, Nolato Plastteknik and Volvo Personvagnar (SWE factory and logistics at Volvo Personvagnar Torslanda)
• At times, text-based instructions have proven to be insufficient.
• QR codes and training films contribute to an increase in just-in-time learning.
• QR codes are two-dimensional codes capable of storing a volume of information.
• To scan the code, a device is required with a network connection and a camera, such as a smartphone or tablet.

Background

In industry, complicated text-based instructions are used for operations in many cases. These instructions are often stored in a file, or in a best-case scenario, on a notice board, in close proximity to the operation to be carried out or the machine to be maintained. These instructions can be difficult to update and get a hold of, meaning that few people look at them, and therefore fail to follow them. Those with reading difficulties or various cognitive disorders may have difficulty reading written instructions, while others may perceive written instructions to be complicated. Using a training film allows personnel to study operations which are difficult until they have understood what they need to do. Naturally, this is of considerable educational benefit.

In addition to the aforementioned issues relating to instructions in the manufacturing industry, there is another problem: employees may not be able to wait a whole week for a course and require just-in-time learning, that is, the need to learn something right there and then.

A third factor worth mentioning in this context is the streamlined nature of organisations today. This means it can be difficult for production personnel to find the time for training, and for experts to teach their colleagues new or difficult operations. There is simply neither the time nor the money to provide instructions. Moreover, it is important to identify methods of transferring hidden knowledge within an organisation. With an ageing workforce, it can be important to find ways of transferring the banks of knowledge companies possess to the new generation of staff.

GTC have collaborated with the Department of Product and Production Development at Chalmers University of Technology on a pilot project. Chalmers is committed to the operator of the future as well as the technology and tools they will need to utilise.

Business pilots

Sometimes, information is required quickly about an aspect of day-to-day work, and it may be difficult to find an expert to ask. So why not produce an educational film for the operation, machine or the like? With the help of a tablet or smartphone, you can scan a QR code and connect to the film speedily and seamlessly. All you need to do to scan the code and access the training film is download a free application to a smartphone or tablet and then scan the code via the application on the mobile device.

Brose Sweden AB opted to use film-based instructions in order to save instructors’ time when a new workstation was being introduced. Nolato wanted to test the method because it had a number of advanced instructions both in assembly and inspection that it wanted to standardise and secure. For ergonomic reasons, the VCC logistics department wanted to use filmed instructions for the assembly of a tool trolley. It also wanted to film the daily supervision of trucks in order to standardise and ensure the inspections undertaken by truck drivers at the start of each shift (twice a day).

Findings

On completion of the project, the main conclusions drawn were both educational and technological. As an educational medium, the majority think film is a simpler means of obtaining information in comparison with text or text- and image-based instructions, for example. There are many reasons for this. For example, it is easier for a novice to understand how something should be assembled when they see an expert performing the process at the same time as they explain what they are doing. This is just like having an expert on site, but without spending time and money on arranging it. The text-based instructions were considered to be limited and insufficient at times. In addition, certain processes, such as movements, can be difficult to convey in text and image, with filmed instructions better in this case. In addition, those with reading difficulties avoid the need to tackle extensive, and sometimes complicated instructions in text format. By utilising QR codes, training can also be moved closer to the machine or station in question. This ensures the just-in-time learning which is required can be provided.

There were differences of opinion as to whether a real expert was better than a filmed equivalent. Advocates of the film expert argue that the information always stays the same, and can be more easily standardised compared to if different experts show novices different methods of assembly. The test subjects highlighted one area of improvement which involved dividing content into sections in the longer films, something we tested in our case at VCC. If the film is divided into sections, this makes things easier for novices, who can easily watch tricky sequences more than once, and experts, who can focus on specific areas instead of watching the entire film. Subtitles in different languages can also make life easier for those with reading difficulties and hearing impairment, or those who do not have a full command of the Swedish language.

With regard to technology, companies need to bear in mind where the film is to be provided; is the internet secure enough or should it be published on the company’s intranet? Which mobile devices best suit the company and workforce? Our test subjects thought smartphones were too small, making it difficult to see details, with tablets a better alternative. For best results, these could be mounted at the station or stored in some other way right beside it.

“We normally show new employees how we want them to work, but if there is no expert available, QR and film are better than text-based instructions. Having said that, it would have been better if the film had been divided into sections.” – Installer at Nolato “I think video is better than text, but you also need an expert to explain what to do.” – Installer at Nolato