7.2.1
Procedures
For many projects, particularly large ones, procedures facilitate management. They help achieve efficiency
by ensuring consistency of action. They improve effectiveness by ensuring that people achieve project
goals. They reduce the learning curve by providing guidance on the “way things are done.” Finally, they
improve productivity because people with questions can refer to the documentation rather than interrupt
other people.
Developing procedures is more than just writing words on paper. Regardless of ones’ writing ability, one
has to consider the following when developing procedures:
- Defining acronyms the first time they appear and spelling out abbreviations at first use. The
reader may not know what is meant.
- Defining special terms. The user needs to understand what is said.
- Avoiding clichés. They are a tired way of expressing what is meant.
- Checking for errors. They distract from the message and show sloppiness.
- Using positive expressions. Avoiding “do not” or “cannot” because such phrases create a
mental block in the reader’s mind.
- Using the active rather than the passive voice. The active voice is strong language; the
passive voice is weak and reveals a tentative writer.
- Arguments should flow logically, such as from the “big picture” to the details, or vice versa.
A chronological order should also be used.
- Track different versions. Assigning a version number to each and noting the date, so
everyone uses the most recent version.