Procedure Writing Basics

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Procedure Writing Basics

• Mr. Richard Crisler
• Spring-2006

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References

• a)   Guidelines for Writing Effective Operating
  and Maintenance Procedures, Center for Chemical
  Process Safety, American Institute of Chemical
  Engineers, 1996.
• b)  ECH 3274L Laboratory Manual, FAMU-FSU College
  of Engineering, Dr. Loren B. Schreiber, 2006.

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Why is it important for you to write effective
procedures?

• ü     Helps to reduce accidents protect students
  and equipment
• ü     Promotes safe, efficient operation and
  maintenance
• ü     Helps to ensure that experimental
  objectives have been met
• ü     Helps to improve data quality (accuracy,
  precision)
• ü     Forces students to think about their
  experiment in greater detail
• ü     Helps students understand equipment purpose
  and function
• ü     Helps to prevent gross experimental errors
• ü     Promotes the idea that procedures are vital
  components of your laboratory experience

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What are some of the components of an effective
procedure?

• a)    Procedures should identify
• Tasks to be performed by each student
• Instrument readings and samples to be taken (how
  often, how long, how much?)
• Operating conditions to be maintained
• Safety precautions (what are the hazards and what
  are the control measures?)
• Safe operating limits for critical parameters
  (maximum pressures, maximum temperatures)
• Critical operating parameters and instruments
• Results of operating beyond safe limits
• Corrective and emergency actions

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What are some of the components of an effective
procedure?

• Procedures should
• Be complete, to include minor details and
  techniques
• Be understandable (who is your audience?)
• Use familiar language (accurate terminology)
• Include input from reference materials, teaching
  assistants and senior engineer (prepare questions
  and take notes!)
• Reflect how operations are actually performed
  (technique)
• Be thoroughly documented
• Be dated and/or have a revision number on every
  page
• Be updated upon review, and refined while you are
  conducting your experiment
• Be approved by the senior engineer prior to
  starting experimental work

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What are some of the components of an effective
procedure?

• Users should
• Be informed of all changes
• Be familiar with critical operating procedures
  (the team leader may not be present throughout
  the experiment)

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Example-1 (Inadequate Module)
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Example-1A (Improved Module)
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Example-1A (continued)
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Example-1A (continued)
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What essential elements are present in an
effective experimental procedure?

• Purpose (why was this procedure written)
• References (owners manuals, other procedures,
  PFDs, specification sheets)
• Safety (PPE required, chemical safety MSDS,
  special hazard precautions, information from
  previous accidents/incidents)
• Required materials (lab ware, tools and
  equipment)
• Preliminary experimental modules (pump
  calibrations, temperature measurements,
  calibration curve preparation)
• Experimental Objective(s)
• System Startup Procedure
• Normal Operating Procedure
• Normal System Shutdown Procedure
• Emergency Shutdown Procedure
• Waste management
• Cleanup and checkout

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Stylistic considerations for procedures

• Completeness and accuracy (depends on user
  experience and other factors)
• Appropriate level of detail (keep it as concise
  as possible)
• Consistent presentation (maintain the same style
  easier to read and understand)
• Page layout (open page with limited branching,
  unique step numbering)
• Caution or warning statements listed before the
  appropriate step warns the user of the potential
  hazard immediately before the situation occurs.
• Use the same numbering scheme throughout the
  procedure
• Identify notes, warnings and cautions the same
  way in all procedures
• Use consistent and accurate terminology

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Questions?