0. EDR Writing Procedures Writing Procedures
EDR/IRS
Writing Procedures

1. EDR Writing Procedures
Housekeeping
Some things to note before we start:
Start/finish
Breaks/timing
Venue layout/amenities
Hospitality
Emergency procedures
Mobile telephones
Smoking

2. EDR Writing Procedures
How does Writing Procedures contribute to EDR/IRS?
Well written procedures contribute to all these EDR/IRS areas.
Consistency
Participation
Clear &
agreed triggers
Communication
Prioritisation
Review
Knowledge
Base
Management
Systems
Logistics
Technical
Expertise
EDR/IRS
Process
Development
Training & Development
Unit Standards
Business As Usual Operation
Reviews or changes to business procedures often impact directly on these areas
Well written procedures help maintain

3. EDR Writing Procedures
Overview
During this session we will cover:
Process and procedure key concepts
Design methodology
Key components of procedure writing
Writing styles and conventions
Writing a procedure

4. EDR Writing Procedures
Learning Outcomes
At the conclusion of this training you will:
Understand the basic process review lifecycle.
Understand the difference between a process and procedure and why they are important.
Follow a design methodology for creating procedures.
Be familiar with different information types.

5. Learning Outcomes, continued
EDR Writing Procedures
Learning Outcomes, continued
Be familiar with documentation principles like the concept of chunking.
Know the different components of a procedure.
Understand certain writing styles and conventions; and write clearly in the active voice.
Write a short instructional procedure from the information provided in a case study.

6. Knowledge Checks/Learning Reviews
EDR Writing Procedures
Knowledge Checks/Learning Reviews
What are knowledge checks?
What are learning reviews?
Can trainees refer to any reference material during the knowledge checks?
What do trainees do when they have completed a knowledge check?

7. EDR Writing Procedures

9. Process Review Lifecycle
EDR Writing Procedures
Process Review Lifecycle
Revisit
Implement Future Process
Identify the
Need for Change
Design
Future Process
Analyse Current Process
Develop Future Process
Evaluate Future Process

10. Definition of a Process
EDR Writing Procedures
Definition of a Process
A process is a set of events, stages or phases that occur within a timeframe and have an identified purpose or outcome.
Processes:
tell you about what happens.
generally involve a number of people and tasks
are written in the third person

11. Definition of a Procedure
A procedure is step by step instructions for one person to complete a task.
Procedures:
describe why a tasks exists
tells the person what and how to do a task.
is written in the second person
contains steps for one person to perform.

12. Definition of Supporting Information
Supporting Information is additional documentation or web links or tools to which you may need to refer to complete a procedure correctly.
Examples of supporting information are:
Policy and reference documents.
Templates.
Tools.

13. ADDIE Methodology
Analyse
Design
Develop
Implement
Evaluate

14. EDR Writing Procedures
Analyse
Understand business goals.
Establish desired outcomes.
Conduct an outcome analysis with impacted business groups and subject matter experts.
Test alignment with existing organisation policies.
Explore target group impacts and subsequent requirements/needs.
Gather information.

15. EDR Writing Procedures
Design
Plan the process strategy.
Select the documentation format.
Write the process design document.
Include:
- What needs to change.
- Who is involved/impacted (roles, levels).
- What needs to be developed.
- How the change should be communicated and implemented.
- What the implications are for the organisation.

16. EDR Writing Procedures
Development
Create a prototype.
Test the theory with end users and subject matter experts.
Develop the process/procedures documentation.
Conduct a tabletop review.

17. EDR Writing Procedures
Implementation
Establish the timeframe for phasing in of the new process
Complete a communications schedule/roadshow.
Notify managers about the intended implementation.
Select site champions and prepare them with a custom training package.
Arrange for field support for affected users and managers
Devise a plan to manage resistance and performance.
Prepare trainers to deliver any new procedures training.

18. Evaluate – So how did we do?
EDR Writing Procedures
Evaluate – So how did we do?
Create business measuring tools.
Measure the learning of new or changed procedures.
Assess performance in the workplace.
Assess benefits for the organisation.

19. Information Types
Concept
Process
Principle
Structure
Procedure
Fact

20. Spot the Information Type
Procedure
Principle
Process
Concept
Fact
10. Principle
11. Structure
12. Concept
13. Fact
14. Procedure
15. Process
16. Principle
17. Concept
18. Fact
Spot the Information Type

21. Documentation Information Principles
Consistency
Hierarchy
Chunking
Relevance
Labelling
Accessible Detail
Integrated Graphics

22. Chunking Principle Research – Readers short term memory retention.
Use a chunking limit of 7+ 2.
When information is familiar or easy to understand, increase the chunking limit.
When information is unfamiliar or complex decrease the chunking limit.

23. Relevance Principle Place related things together.
Eliminate unrelated items from related chunks of information.
Focus on one main idea.
Place supporting information in separate chunks.

24. Labelling Principle
Label all chunks of information, including graphics.
Ensure that the label accurately reflects the content.
Use heading text to make labels stand out.

25. Consistency Principle
Create consistent standards and apply them to your document
Use one term per concept.
Decide on a format and stick to it.
Sequence document parts/sections in the same order
Present similar information the same way throughout your document.

26. Integrated Graphics Principle
Make information more visual with tables, lists, graphics and multi-media.
Ensure graphics clarify text meaning.
Keep graphics with corresponding text.
Use consistent labelling in both graphics and text.

27. Accessible Detail Principle
Determine your number of target audiences
Analyse audience needs
Group generic audience information at the front of the document.
Group specific audience information in labelled sections.
Make navigating relevant content easy for each target group to access.

28. Procedure Instructions Resources Tools Templates
Hierarchy Principle
Organise small relevant units of information into a hierarchy
Label the larger groups
When you apply this principle readers can:
See how information is organised
Understand the information better
Have an organised learning pathway
Access information easily and efficiently
Process Maps
Procedures
Links to
Roles
Procedure Instructions
Resources Tools Templates
Example: IRS Knowledgebase

29. Procedure for Making Tea
Linear Procedure
Procedure for Making Tea
Step
Action 1
Fill the jug or kettle with water. 2
Take the plug and insert it into the electric socket 3
Turn the jug on/off switch turn this to the on position. 4
Get a cup in which to make the tea. 5
Take a tea bag and place it in the cup 6
When the water in the jug boils, turn off the jug and disconnect it from the power source. 7
Pour hot water into the cup to approximately 1 cm from the rim. 8
Stir the tea bag for 30 seconds until steeped 9
Using teabag tongs or spoon lift the tea bag out of the water and discard. 10
Add milk and sugar to your taste, if desired

30. Decision-making Procedure
Procedure for Making Tea
Step
Action
IF Yes - then
IF No - then 1
Check the water level in the jug 2
Is there enough water to cover the element
Continue to next step
Fill the jug with water 3
Is there enough water to make your tea requirements 4
Take the plug and insert it into the electric socket 5
Does the jug have an on/off switch
Turn on the switch 6
Get a cup in which to make the tea. 7
Take a tea bag and place it in the cup

31. Recognising Procedure Components
Role
Support actions and activities.
Pre-requisites
Contains decision points that happen in a procedure and uses words like IF THEN AND.
Step action table
I often include information like Purpose, When to use, Diagrams and Rules.
Supporting Block
I describe the procedure types.
Embeded table
Things that need to be done before a procedure can be performed.
Block label
I walk the user through the procedure and explain how it is done.
Outcome
I identify who is responsible for an action or procedure.
Linear/Decision
I determine the result of a procedure.
Resources
I tell you what is contained in a block of information.

32. Preferred Writing Style
Use simple language.
Write in short sentences.
Write in the active voice.
Use the present tense as much as possible.
Check spelling
Check correct use of grammar
Keep punctuation simple and check this too

33. Reinforce/Practise Procedure Writing
Use approved available scenarios/case studies developed for assessment to practise reviewing procedures.
Ask your manager about opportunities to be involved in procedure design/development.