7- Procedures-

Procedures are the workhorses of a company. While policies guide the way people make
decisions, procedures show the "how to's" for completing a task or process.

Procedures are action oriented. They outline steps to take, and the order in which they need to
be taken. They're often instructional, and they may be used in training and orientation. Well-
written procedures are typically solid, precise, factual, short, and to the point.

Not everything needs a procedure, so don't create procedures for basic tasks – otherwise they'll
be ignored. The number-one rule of procedure writing is to make sure there's a reason to create
them: Perhaps people forget to take certain actions, perhaps they keep on getting things wrong,
or perhaps tasks are so long and complex that people need a checklist if they're going to get
things right.

A written procedure is necessary only if the issue is important or if there will be a significant
benefit from clarifying a process. Before you begin, ask yourself if people really need or want to
know about something.

You need a procedure when a process.

● Is lengthy (example: year-end inventory).

● Is complex (example: benefits administration).
● Is routine, but it's essential that everyone strictly follows rules (example: payroll).
● Demands consistency (example: handling a refund request).
● Involves documentation (example: disciplining a staff member).
● Involves significant change (example: installing a new computer system).
● Has serious consequences if done wrong (example: safety guidelines).

8. Safety-
Introduce the Purpose of the Safety Report

The first part of a safety report is a clear introduction to the topic the report covers. The
introduction summarizes the report’s content, which is typically a specific subject like:

How to maintain certain pieces of equipment.

Preventing specific types of workplace accidents.

The correct way to operate a specific piece of machinery in use in the workplace.

Following the introduction paragraph, the safety report should include a list of each piece of
equipment discussed in the report and its purpose. Basically, a safety report should cover
everything the reader needs to know about its topic and preemptively answer any questions the
reader might have. When writing a safety report, the writer should do her best to think like the
employees who will read it. This can involve interviewing workers in the industry or company
who will use the report.

Along with the list of equipment discussed in the report, the safety report should include a
maintenance schedule for each piece of equipment. Employees who work with this equipment
need to know when and how to maintain it because proper machinery maintenance can prevent
accidents. Additionally, the report should include an outline of basic repairs and troubleshooting
measures to take with each piece of equipment following specific types of failures known to
occur with the equipment. This section should also include the tools needed to perform these
repairs.

Include Clear, Labeled Diagrams

In addition to a list of the equipment discussed in the report, a safety report should include clear,
labeled diagrams of each of the pieces of equipment. This way, readers can visualize the pieces
of equipment working together and identify the equipment when they see it in person.

By seeing and understanding how the equipment is supposed to work, they can also identify
faulty and damaged equipment when they see it and know how to replace or repair a faulty
machine or part. Additionally, showing employees how machines work when they are used
properly equips them to recognize situations when they are being used in an unsafe manner so
they can take appropriate action.

Include All Relevant Statistics

The Occupational Safety and Health Administration publishes accident reports and statistics for
a wide range of industries. In a safety report, real-life statistics taken from OSHA reports can
illustrate the importance of taking workplace safety seriously.

Write Out All Steps Clearly

Safety reports should be written in a clear, step-by-step format. Following the report’s
introduction and list of equipment mentioned within the report, the steps employees are
expected to take should be written in a clear format with each step listed as a heading followed
by text explaining how to perform that step.

Use Clear, Simple Language

A safety report is not a doctoral thesis. In other words, the right kind of language for a safety
report is language that is clear and easy for all readers to comprehend. Jargon and technical
terms should be kept to a minimum, and when they must be used, they should be clearly
defined in the text.
When a safety report’s language makes it difficult for employees to understand, the employees
can potentially cause accidents and suffer injuries because of their misunderstanding.