Formatting Procedures, Task Lists, Work Instructions?

I am curious about what the recommendation is when it comes to formatting procedures, task lists, and work instructions. I have created a procedure template in Microsoft Word which I believe will be easy for all authors to follow, but I guess my real question liest within task lists and work instructions. Depending on the job needing done, I can see how Excel spreadsheets, Word bulleted lists, or even Power Point slides could be the best way to structure a task list or work instruction. Should I create a template for each of these formats or should we try to stick to one program/format?

 

I like to keep templates simple with reminders of things that should be considered, but not necessarily included if not needed.

Things like Author, title, date, revision history, scope/purpose, tools, plan, results, ect.

 

I guess what I am trying to achieve is just something that has some structure to it, so procedures/tasklists aren't just completed however anyone wants w/out the necessary elements (purpose, scope, procedure, revision record). I figured if I had something that I could give employees to use as a format then we'd be on a similar page when we were done documenting our procedures and task lists. I think it helps to provide this structure and then gives users a good sense of where something will be found in a document.

What would be your suggestion, if not utilizing a template, to get different departments to create procedures/task lists around the same format?

 

Yes, I think this is a good suggestion as well. I plan to do the same. I think it helps to educate procedure authors who may not necessarily know what a given section is for. For example, the Purpose section of our procedures should explain WHY the procedure exists, not how or what the procedure is. Secondly, I don't want it to be something that becomes a blanket generic statement on every procedure because what value does that really add?

 

I'm going to somewhat agree with Andy. While I understand the appeal of document templates, I've also seen the beast they can become.

If you are going to go that route, it's best to get input from the end users on what will be most useful for them, rather than just dictating to them what must be used.

 

Agree with most of your list - but how about... what has to be done, by whom, what risks should you consider, what documents do you need...? A standard format is far easier for anyone to pick up and navigate. That is why narrative procedures, or Visio-style diagrams, can be a lottery unless you can impose a simple, clear format.

Say as little as possible to get the message across, and make sure that the people who refer to the documents are competent.

 

Should I document a procedure, I'd see to it that the "purpose" statement is consistent with the "planned results" or "expected outputs" of the process. For example, a purchasing procedure purpose statement will have something like this: "This procedure defines the activities and controls to ensure that products/services/materials are purchased within our specifications, timely and cost effectively." Once the objectives are clear, the details of the procedure (i.e. planned activities) should ensure that controls are stipulated to support the fulfillment of the "planned results". This can also provide a clear reference for determining the "effectiveness" of the process.