A procedure is a document that provides step-by-step instructions for completing a specific task. In a business setting, procedures maintain consistency and quality by ensuring employees perform tasks uniformly, which reduces errors and streamlines processes. Well-documented procedures also serve as a tool for training new staff, allowing them to learn their roles efficiently.
Key Preparatory Steps for Writing Procedures
Before writing, lay the groundwork by identifying the target audience. A procedure for new hires requires more detail and simpler language than one for experienced technicians. The audience dictates the tone, vocabulary, and level of detail needed.
Next, define the process’s scope by establishing clear start and end points. This clarity prevents scope creep and ensures the procedure remains focused on a single, manageable task.
Finally, gather all necessary information by interviewing or observing subject matter experts. Their hands-on experience helps capture the nuances of the process. Document every action, required tool, and decision point to ensure the procedure is comprehensive.
Structuring Your Procedure Document
A standardized structure makes procedures easier to navigate. The document should begin with a descriptive Title, followed by a Procedure ID and Version Control section. This helps with document management and ensures employees use the most current version.
The Purpose section explains why the procedure exists and what it aims to accomplish. The Scope section then defines the procedure’s boundaries, clarifying what processes or teams it applies to and what it does not. This prevents misapplication of the instructions.
A Responsibilities section states who is accountable for each part of the task, which clarifies roles. A Definitions section should explain any specialized terms or acronyms to ensure a common understanding.
The main body is the Procedure Steps section, which contains the sequential, step-by-step instructions. This section guides the user through the task from beginning to end.
Best Practices for Writing Clear Instructions
The effectiveness of a procedure depends on its clarity. Use the active voice, which is more direct and easier to understand than the passive voice. For example, “Attach the safety guard” is clearer than “The safety guard should be attached.”
Begin each step with a command verb like “Enter,” “Verify,” or “Inspect” to prompt action. Keep sentences short and to the point, conveying one clear action per sentence. This makes instructions easy to follow.
Avoid jargon unless the procedure is for a technical audience and includes a definitions section. Using plain language ensures employees with varying experience can understand the task. Number each step sequentially to provide a logical flow and make it easy to reference specific points.
Examples of Effective Procedures
Here are two examples demonstrating how to apply a consistent structure and clear writing style to both administrative and technical tasks.
Example for an Administrative Task
Title: How to Submit a Monthly Expense Report
Procedure ID: FIN-EXP-001, Version: 2.0
Purpose: To provide a standardized method for all employees to submit monthly expense reports for reimbursement, ensuring accuracy and timely processing.
Scope: This procedure applies to all full-time and part-time employees incurring business-related expenses. It covers expenses submitted through the company’s online portal only.
Responsibilities: The Employee is responsible for accurately completing and submitting the expense report by the deadline. The Manager is responsible for reviewing and approving or rejecting the submitted report.
Definitions: The Expense Portal is the company’s online software for submitting and tracking expense reports. A Receipt is a digital photo or scan of an official vendor receipt detailing the purchase, date, and amount.
Procedure Steps:
- Navigate to the company’s internal Expense Portal.
- Select the “Create New Report” button on the dashboard.
- Enter a name for the report using the format: “[Your Name] – [Month] [Year] Expenses.”
- Click “Add Expense” for each individual item being claimed.
- Enter the date, vendor, amount, and business purpose for the expense.
- Select the appropriate expense category from the dropdown menu.
- Attach a clear digital copy of the corresponding receipt for each expense item.
- Review all entered expenses for accuracy against your receipts.
- Click the “Submit for Approval” button to send the report to your direct manager.
- Confirm that the report status changes from “Draft” to “Submitted.”
Example for a Technical Task
Title: How to Perform a Weekly Equipment Safety Inspection
Procedure ID: EHS-INSP-012, Version: 1.1
Purpose: To ensure that all designated machinery is inspected weekly for safe operation, preventing accidents and complying with safety regulations.
Scope: This procedure applies to the Model 3B Hydraulic Press located in the main production area. It must be performed by a certified operator before the first shift every Monday.
Responsibilities: The Certified Operator is responsible for performing the inspection and documenting the results. The Shift Supervisor is responsible for verifying the inspection log is completed before starting production.
Definitions: Lockout-Tagout (LOTO) is a safety procedure used to ensure that dangerous machines are properly shut off and not able to be started up again prior to the completion of maintenance or servicing work. The E-Stop is the emergency stop button that immediately halts all machine functions.
Procedure Steps:
- Verify the Hydraulic Press is completely powered down.
- Perform the Lockout-Tagout procedure to secure the main power source.
- Visually inspect the machine for any signs of physical damage, such as cracks or leaks.
- Check that all safety guards are in place and securely fastened.
- Examine the hydraulic hoses for wear, abrasions, or signs of leakage.
- Test the functionality of the red E-Stop button to ensure it depresses and locks correctly.
- Remove the LOTO device after the visual inspection is complete.
- Power on the machine and listen for any unusual noises from the motor or pump.
- Record the inspection date, your name, and the results (Pass/Fail) in the Equipment Safety Log.
- Report any “Fail” status to the Shift Supervisor immediately.
Finalizing and Implementing Your Procedure
Once the draft is complete, share it with peers and the employees who will use it to gather feedback. This review helps ensure the steps are accurate, logical, and easy to understand. Incorporating this feedback is important for creating a practical document.
After revising the draft based on feedback, the procedure must receive formal approval from management. This sign-off establishes it as the official method for the task. Once approved, communicate the procedure to all relevant employees, which may involve training sessions.
A procedure is not a static document. Store it in a centralized, easily accessible location, such as a company intranet. Establish a regular review cycle to ensure the procedure remains current with changes in technology, regulations, or business processes.