Write Procedures that Employees can follow
- October 16th, 2007
Our lives are governed by procedures.The alarm wakes us, we go and shower, brush our teeth, have breakfast, get in the car and travel to work, etc.
What is your procedure when you arrive at work?
The big difference between the procedure that is followed at home and that which we follow at work is that the latter is written. Written procedures form the backbone of our work operations and are essential towards a safe and healthy working environment.
Written procedures defined
A written procedure is a step-by-step guide to direct the reader through a task. It can also be reffered to as the blueprint of steps to follow from beginning to end.
When traveling to an unknown destination you have done your research and looked at various maps to assist you in getting there safe and sound using the best available options according to your needs – shortest or safest route, with or without tollgate alternatives.
This approach is the same when writing a procedure – detailed steps outlining the important parts of the process is written in a clear and logical sequence. Remember you will make sure at regular intervals that you are still on the right path towards your destination. This principle remains the same with written procedures. They need to be checked regularly for relevance and applicability.
Why are written procedures so important?
- Written procedures are important in establishing and enforcing work standards – It ensures consistency.
- It serves as a training tool for new employees or inexperienced employees.
- Retention – We cannot remember everything always and this document reminds us of what and how the task must be performed. It is checklist or guidance tool.
- When a procedure is well developed they have control aspects – They inform us of what to look for when reviewing or auditing towards compliance.
- The whole exercise of developing the procedure with a task team assist us in reviewing actual activities and their positive and negative impacts.
- It is documented proof that we have a certain format of performing activities.
Ten steps in writing an effective procedure:
- Provide a purpose statement (why this procedure?)
- Provide an overview of the procedure.
- I dentify prerequisite knowledge and skills, if any.
- Highlight any health & safety issues and other precautions.
- Add a list of equipment, supplies, or parts needed for the procedure.
- Define a logical sequence of steps and sub steps.
- Include hints and helps.
- Add illustrations, analogies, models, anything that will aid understanding of the process and the end product.
- Pilot test your procedure. Is it understandable, effective and complete? Does it results in inefficient or effective performance?
- Inform the reader of the performance standard to be applied when the procedure is a practiced skill.
Guidelines:
- One person should not put a written procedure together. You need the input of a variety of experiences, knowledge and job levels to really get good results.
- ALWAYS INVOLVE THE OPERATOR!
- Keep the format and language simple in order for the majority of users to understand the document with ease.
- Make sure it is systematic and organized to minimize confusion.
- Write for the reader by incorporating short, simple sentences, using familiar, strong and short words.
- If possible use pictures or flow-diagrammes – a picture is worth a thousand words.
- What is in it for me? It is vital to educate and train the user of the procedure to realize the importance of following the procedure correctly is for their own benefit.
- The standard format of the procedure should be uniform throughout the site and should be carried over to contractors on site as well.
- Do not develop a 55 page procedure! Keep it short and simple.
- Continually revise the procedure to determine effectiveness.
- Be careful of the established employee. He/she knows where a shortcut can be taken and how to get away with it.
Example of a possible written procedure format:
• Purpose (Why?)
• Overview
• Scope (Where?)
• Prerequisite knowledge & skill
• Objective (Measurement of success or failure)
• Definitions or terminology and abbreviations
• References (Legal, ISO, OHSAS, Company, etc.)
• SHEQ issues and precautions
• List of SHEQ equipment, supplies or parts
• Responsibility & authority (Who?)
• Procedure (How?) including hints or suggestions
Conclusion:
A well written procedure is the foundation for the successful and confident completion of an employee’s task. It builds confidence and minimizes Health and Safety incidents. It assist in possible Legal implications that may arise due to an incident and could serve as valuable proof of what was or wasn’t done during the performance of the task.
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