Costly Procedure Writing Mistakes and How to Avoid Them
To aid your business quality management effectively, procedures must be action-oriented, grammatically correct and consistent in format to ensure that they are easily understood. The biggest mistakes made in writing procedures include the following:
- Framework. Actions should accurately and simply describe the tasks that need to be implemented, along with the context of each task.
- Consistency. All wording and references should be used in the same way on every procedure, with the document ensuring consistent results.
- Comprehensiveness. All information, design tools, wording and logic should be comprehensive and inclusive within the procedure.
- Control. The procedure as all its designated actions should provide and foster feedback and control.
- Compliance. All actions should be incorporated into the document along with the intended compliance and standards that need to be observed.
- Accuracy. The document should be grammatically correct, with no spelling mistakes or other errors that reduce understanding and effect implementation.
- Simplicity. Procedures should be easy to read and understandable to every employee.
As such, usability plays a vital role in the writing of procedures for any quality management strategy. Many of these mistakes can be easily resolved, while procedures can also be updated to best practice standards without too many major changes. Regular review is another way to ensure that your procedures are written correctly, allowing you to note any areas for improvement. This will ensure that your procedures are an effective part of any Quality Management System, with no issues or mistakes that render them unusable.