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

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

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 3

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

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

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

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

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 8

Procedure Content Title Document Control Information Purpose Scope References 9

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 10

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) 11

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

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 13

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 14

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 15

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

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 17

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

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

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

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