Procedure For Creating Procedures
Introduction
A procedure for creating procedures. Everything you need to know when documenting a process. Perfect for technical processes as well as repeatable steps.
Procedure Writing Style:
1.Active Voice: The subject of the sentence is the one performing the action. Make sure the performer of the action comes before the verb.
The report should be submitted by you at the end of each month.
You should submit the report at the end of each month.
The active voice is direct and makes it clear who should be doing what.
2.Action Verbs: Words that express physical or mental action. Start each step of the procedure with an action verb to clearly direct what the user should do.
There needs to be an inspection of the equipment.
Inspect the equipment.
Using action verbs makes your instructions more direct and easier to follow.
3.Keep it short: Each sentence should express a single thought or action. Each step should be a separate sentence and should contain only one action.
Turn on the machine and then input the settings.
Turn on the machine. Input the settings.
4.Use bullet points: These help to visually break down the procedure into distinct steps. Instead of writing the steps in a paragraph, list them one by one, each step on a new line. Numbered lists are especially useful when the steps need to be performed in a specific order.
5.Use consistent terminology: If you use different words to refer to the same thing, it can confuse your reader. Choose one term for each concept or item and stick with it throughout the procedure. For example, if you refer to a piece of equipment as a "machine" at the start of the procedure, don't switch to calling it a "device" halfway through.
6.Avoid jargon or abbreviations: If you're writing a procedure for a specialist audience that is familiar with certain terms or abbreviations, it's fine to use them. However, if your procedure will be read by people who may not be familiar with these terms, it's better to use plain language.
Ensure the DHCP is enabled on the NIC.
Ensure the Dynamic Host Configuration Protocol (DHCP) is enabled on the network interface card (NIC).
You can then use the abbreviation in the rest of the document since you've explained it the first time.
Preparation Phase:
1.Define the Purpose: Identify the purpose of the procedure. What task or process is the procedure meant to guide?[1]
2.Identify the Starting Point: Define a pause point where the procedure is meant to be used.[1]
Drafting Phase:
1.Short introduction: State the audience. Describe the importance of the procedure.[2]
2.Limit Checklist Items: Limit checklists to 9 bullet points. 5 is preferred. Any sections with more than 9 steps should be broken down further.[1]
3.Simplicity: Make the procedure visually simple.[1]
4.Write: Write out the steps in a simple task list. Break down the procedure into simple, clear instructions.
Testing Phase:
1.Test: Test the procedure in real-world conditions before using it regularly.[1]
2.Check For Accuracy: Verify that the procedure represents how it's currently performed.[2]
3.Revise: Update the procedure based on your feedback from using it.[2]