1 Procedure Writing Agenda Procedure Writing Discussion Procedure

1 Procedure Writing • Agenda • Procedure Writing Discussion • Procedure Writing Exercise • Procedure Writing Assignment • Summary and Wrap-Up

2 Performance Objective • Student will write and be able to interpret operations procedures that insure compliance with safety, environmental and government regulations.

3 Student Learning Outcomes • Recognize various procedure types and when to use them • Recognize various procedure formats and when to use them • Describe typical content items found within procedures • Use good technical writing techniques • Write procedural steps and supporting information

4 Overview • Purpose of Procedures: • To train • To operate • To inform • Users of Procedures: • Employees in most modern companies • General public

5 Procedure Types • Administrative • Hiring • Human Resources • Emergency • Response to fire • Response to spill • Operations • Production • Laboratory • SH&E • Climbing a ladder • Recycling chemicals

6 Procedure Format • Traditional • Steps sequenced in a linear, top down format • Written for tasks that involve one performer (actor)

7 Procedure Format • Playscript • Steps sequenced in a columnar format • Written for tasks that involve MORE THAN one performer (actor) OR department

8 Procedure Format • T- Style • Steps sequenced in a columnar format • Written for tasks where screen displays need to be acknowledged OR knowledge of “hidden actions” is critical

9 Procedure Content • Title • Document Control Information • Purpose • Scope • References

10 Procedure Content (continued) • Key Responsibilities • Step-By-Step Instructions • Safety Health & Environment Information • Prior to the instructions • Embedded in the instructions • Technical Information • Prior to the instructions • Embedded in the instructions

11 Technical Writing Techniques • Be concise • List steps in proper sequential order • Use short sentences • Divide long procedures into sections with sub-titles • Use equipment names and identifiers (numbers)

12 Technical Writing Techniques Action verb • Use action statements Action limit • Action verb • Object of the action Object Identifier • Action limits 1. Slowly open • Object identifiers bleed valve on • Object locators Vacuum Pump # 23. Object of Action Object Locator

13 Technical Writing Techniques • Use notes, cautions and warnings appropriately • Placed BEFORE the step to which they apply • Differentiate with font color or style • Notes: Need to know information • Cautions: Hazard CAN be encountered • Warnings: Hazard WILL be encountered

14 Technical Writing Techniques • Use “If-Then” statements for clarity • Situations which require a condition to be satisfied • “IF” clause provides EXPECTED condition • “THEN” clause provides NECESSARY ACTION

15 Technical Writing Techniques • Use “branching” when necessary • Situations when user must refer to another location in the same procedure • Situations when user must refer to another procedure • Keep “branching” to a minimum

16 Technical Writing Techniques • Consider the” tone of voice” used in the document • Avoid giving orders • Avoid the word “should” • Avoid humor

17 Technical Writing Techniques • Consider the reader/user • Make the document visually appealing • Keep vocabulary simple and consistent • Treat readers/users as adults • Do not use people’s names; use titles

18 Technical Writing Techniques • Grammar Pointers • Write in the second person • Use the active voice (the “understood you”)

19 Procedure Writing Exercise • Write a procedure in small groups • Use technical writing tips covered earlier • Task: “Making a pot of coffee”

20 Procedure Writing Assignment • Split into teams • Use technical writing tips covered earlier • Write a procedure for running and testing a prototype battery.

21 Summary & Wrap-Up • Procedure Types • Procedure Formats • Procedure Content • Technical Writing Techniques • Homework • Write an operating procedure for running and testing a prototype battery.