Procedures

A true definition of the word procedure is a method of performing a task. However, in a work setting, especially where health and safety is concerned, when we refer to procedures we usually consider them to be written down and available in hard copy or possibly on a computer screen.

Unfortunately reading and following procedures is not something people usually like doing. This is especially the case for experienced people who may have performed a task many times before. Although there are some things that can be done to enforce the use of procedures, the reality is that they are often not very effective. Instead we need to think carefully about the role of procedures and make sure they are fit for purpose. In particular:

* Making them easy to find when needed;
* Presenting them clearly and concisely;
* Making sure they are legible and easy to read;
* Using diagrams, pictures, flowcharts and checklists where appropriate;
* Making sure they are accurate and up to date;
* Using them during training.

The most critical factor is that a procedure describes how a practical and realistic method for performing a task, that is also safe. There are too many 'safe' procedures that can either not be followed, or are too longer winded to get the job done. Involving end users in the development of procedures is a very good way of making sure procedures are useful and used.

There is a balance to strike in the number of procedures. Having too many will make it more difficult to find the one needed and tends to discredit the whole system. Procedures should only be provided where there is a risk and where the procedure is able to make a positive contribution. Also, there are many cultural factors in the way procedures are used (or not) and it needs to be the case that the use of procedures for critical tasks is seen as normal and expected by everyone.

Reference