Procedures

Procedures are the instructions that must be followed to comply with a policy. Procedures should be specific and easy to follow.

Here are steps to developing a reader-friendly procedure.

Assess the need for a procedure.

Research the best practices for this procedure for your industry. If needed, network with other organizations to find out how they handle this policy, or a similar policy.

Become familiar with the process yourself. Ask a colleague to help you go through the steps that are in the procedure. This hands-on experience will ensure that you explain the steps logically.

List the tools, equipment and materials needed to perform the procedure.

Draft the procedure in a simple straight-forward style.

Add any graphics that will help the reader perform the procedure. These can include drawings, photographs, charts, tables, and screenshots.

graphics are not a substitute for clear text, however. They should only supplement what you have written.

Test the steps. Ask a co-worker to read, and to follow, the procedure. Take notes on anything that is unclear, or that could be misinterpreted.

Make revisions as needed.

You may be wondering about the appropriate length of a procedure. Well, keeping in mind that you want to be as concise as possible, there is no set length.

The length of a procedure really depends on the task you are trying to accomplish. Not only is a shorter, simpler procedure easier for the reader to follow, it is also easier to develop and to maintain for the writer.

Here is the format for an effective procedure. (You'll notice some similarities with developing the policy, itself)

Procedure title. Select a simple title that accurately conveys the content of the procedure.

Date. State the date the procedure will go into effect.

Version number. Start with Version I, and then increase the version number whenever you revise the procedure.

Purpose statement. Create a concise statement that conveys the purpose of the procedure.

Application. Briefly describe to whom or to what the procedure applies.

Text. List the steps of the procedure. (see more below)

Definitions. Define any terms, phrases, or acronyms that are unique to your company or your industry.

Sources. Provide resources and contact information where readers can go for assistance with the procedure.

Authority. If the procedure is one that is required by an outside organization, or by legislation, cite the authority.

Related forms. Include any forms or other policies that are related to this procedure.

Now, here are more specifics on how to write the text of the procedure. To make things easy for the reader, write the procedure as a numbered list.

Keep things simple and easy to follow by limiting each step to one task. Write each step as a positive command. Avoid vague or indirect statements, as they can be confusing.

Use the active voice (subject performing the action) and let readers know what to expect as the steps continue.

Obviously, you cannot anticipate everything that could go wrong, but do your best to anticipate common problems, and to address how to handle them in the procedure.

As you write, keep your purpose and your audience in mind. It will help you clarify your meaning. Here are some other tips to keep your reader engaged:

Be complete. Have you covered all the issues, and are the steps in the right order?

Be coherent. Does the policy or procedure reveal a logical process? In other words, does it make sense?

Keep it simple. Limit paragraphs to one topic each, as much as possible, and write sentences of 25 words or less.

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