At DuraBante, we use a programmatic approach to writing procedures which is divided into two areas, Technical and Style. On the technical side, we first look at your existing documentation and any corporate guidelines for document standardization. These guidelines are often part of your organizational branding concepts and drive format choices. They help determine the fonts to be used, colors margins, table setups etc. On the style side, we look at the structure of the language to be used. Does your organization prefer the Chicago Style or AP or some other style of writing? Do you have any federal or industry standards that should be used? Once those high-level standards have been determined we work with you to create a template for procedures that provides the information needed in an easy to follow format.
The next step in the process is to identify the subject matter expert for the procedure. The expert provides the knowledge needed to determine the step by step actions to be taken. We interview your experts and translate their knowledge into a working procedure that trained personnel will be able to understand and follow. We work with your staff to promote a sense of ownership by having them involved throughout the development process. The actual users of the procedure are asked to review it and provide comments. There are ongoing discussions with your staff to ensure that the procedure is written in a language that they can understand and that the details are accurate.
Once a procedure has been written and reviewed by impacted personnel we work with your team to follow the approval process. We recommend a two-signature process. One is the program owner who is the one responsible content. The program owner makes sure that the intent of the procedure meets any regulatory or corporate requirements such as safety or environmental concerns. The other is the performance owner. The performance owner is responsible for implementation and ensuring that staff are able to follow the procedure as it is written.