How to Write Safety Procedures

By Wayne J Harris

As safety practitioners we need to understand that procedures can be the nemesis of any occupational health and safety (OHS) management system.  Getting it wrong can be the difference between success and failure in safety compliance.

Sometimes procedures are created too rigid and bureaucratic, and other times they’re non-specific and ineffectual. The point is no one wants to be under the burden of unnecessary or unusable procedures. What is needed is the right balance of simple instructions that are easy to read and comprehend.

Developing your Safety Procedures

Procedures should communicate to employees what they need to know to do their job safely. Here are 5 simple steps to follow:

1. Justification – Ensure there is a genuine reason for writing a procedure.
2. Identify User – Who will be the using the procedures and  the task involved.
3. Procedure Format – Use a simple and free-flowing method.
4. Writing Style – Make sure you write for the intended user.
5. Document Control

Step 1: Justification

The number one rule is to make sure there’s a justifiable reason to create a procedure. It will be impossible to develop effective health and safety procedures unless you have a clear idea of what you want them to achieve.  For example your objective might be to:

• Improvement of working practices.
• Reduce the number and severity of incidents.
• Provide a written record of safety instruction.
• Improve communication.
• Comply with legislation.
• Comply with ISO or industry standards.

Step 2:  Identification of who will be using the Procedure and the Task involved

It is important that you identify the end-users of any procedure before you start writing. As the procedure writer, you want a clear understanding of what’s going on in as much detail as possible. So you need to gather relevant information from employees who are working on the task involved

Step 3:  Procedure Format

Once you have all the information you then need to cut it down to simple stages that the end-user can understand. You may also find that using words alone is not the best option within a procedure. Sometimes you might have to use other elements to help communicate a process.  Always consider the following options:

Flowchart – This shows a process as a simple diagram. By using a series of symbols and arrows to indicate flow and action you can outline a process and make it easy to follow.

Tip: Don’t complicate your chart with too many symbols or too much text. It should flow naturally from start to finish and be structured in a logical way.

Photographs or Diagrams – Are commonly used especially where there is difficulty in communicating due to illiteracy or use of multiple languages. The main goal of visualisation is to make it possible to absorb large amounts of data quickly.

Tip:  The saying “A picture is worth a thousand words” refers to the notion that a complex idea can be conveyed with just a single still image. However just make sure you check that your image or diagram is saying the right words to employees.

Step 4: Writing Style.

Remember when you write you need to consider the end-user, the person who has to read and understand your procedure. To ensure success adopt the following simple rules of writing;

• Use plain everyday English words or local language. The use of uncommon, long or complex words or sentences should be avoided where possible.
• Keep to short paragraphs and avoid using too many words. Just be specific enough to communicate clearly.
• Write at the appropriate reading level.
• Try to keep the procedure itself to a reasonable size ideally 1 to 3 pages. Any more than this and you chances of employee acceptance start to slip away.

Well-written procedures will help improve the quality of work within your organisation, reduce the number of mistakes, and help people perform complex tasks safely.

Step 5: Document Control

When it comes to safety procedures the question of document control is always of concern. Any procedure must be clearly identifiable and traceable. Ideally try to keep it to the basics controls for example;

Page Header: Procedure number and the Title of the Procedure

Page Footer:  Date of Issue: Revision Number, and Page number i.e, “Page 1 of 2”

Some companies include a cover sheet, index and legal references etc., which are taking up space and generally not needed.  There is nothing more annoying than seeing a procedures consisting of 5 pages, yet only 2 are actually defining the process.

Summary:

Many people find writing procedures a daunting task. Yet it can be a rewarding experience as it allows you to directly interface with other employees across the organisation.

Remember there are many ways to write procedures, but by following simple rules you will have a higher chance of success. Make sure the procedure is absolutely necessary. Write it in a way that’s easily understood using simple words and keep it as short as possible.