Writing Procedures

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Writing Procedures

• General Guidelines

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1. Include appropriate information

• Introduction
• Scenario e.g. specific example or use
• Background e.g. theory, general information
• Overview summary of procedure
• Requirements
• Knowledge
• Materials
• Equipment
• Time

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1. Include appropriate information

• Steps
• Action-oriented (imperative voice)
• Limited one and only one action per step
• Written sequentially
• Numbered (1, 2, 3.)
• use letters for sub-steps
• Results
• Belong with steps
• Explain and/or illustrate

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1. Include appropriate information

• Detailed explanations
• Suggestions and Tips
• E.g. Reminders, short-cuts, pointers
• Alternatives
• Options
• Illustrations
• Numbered Labelled
• Referred to

• Cautions
• clearly marked
• for severe danger, put Caution before the step!
• Cross-references
• Related information
• Related procedures
• Definitions

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2. Follow Conventions

• Be consistent in format structure
• Use gerunds for task names
• Use imperatives
• Use active voice
• Use second-person
• Differentiate types of information

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3. Choose the appropriate format

• Standard Format numbered steps
• Familiar
• Sequential
• Easy to follow
• Parallel Format choices and explanation
• Field/Option descriptions
• Easy to reference

• Prose Format - paragraphs
• Explains very short, simple procedures
• Saves space
• Needs visual cues (typography)

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4. Follow a consistent rhythm

• Provide the same kind of information in the same
  format each time
• Create a pattern users can recognize
• To do X
• 1. Do this . . . . The system will . . . .
• 2. Do that . . . . The system will . . . .

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5. Check for accuracy

• Yourself
• Colleagues
• Experts
• Users