GUIDELINES FOR WRITING WORK METHOD STATEMENTS IN PLAIN ENGLISH

GUIDELINES FOR WRITING WORK METHOD STATEMENTS IN PLAIN ENGLISH

Disclaimer

This publication may contain occupational health and safety and workers compensation information. It may include some of your obligations under the various legislations that WorkCover NSW administers. To ensure you comply with your legal obligations you must refer to the appropriate legislation.

Information on the latest laws can be checked by visiting the NSW legislation website (www.legislation.nsw.gov.au) or by contacting the free hotline

service on 02 9321 3333.

This publication does not represent a comprehensive statement of the law as it applies to particular problems or to individuals or as a substitute for legal advice. You should seek independent legal advice if you need assistance on the application of the law to your situation.

© WorkCover NSW

Contents

Introduction                                                                                                                      

Part A            

Suggested proforma                                                                                                           

Proforma for work method statements                                                                             

Part B 8

Points to remember when writing work method statements in plain English        

Seven ways to write effectively                                                                                      

1) Write out the job procedure step by step                                                                  

2) Use active, not passive voice                                                                                     

3) Sequence ideas logically                                                                                           

4) Keep sentences short and clear                                                                                

5) Choose words carefully                                                                                              

6) Use verbs not nouns                                                                                                   

7) Consider layout and formatting                                                                                 

Alternatives to writing                                                                                                       

References                                                                                                                       

Appendices                                                                                                                      

Appendix 1 Formal words and long winded phrases                                                 

Appendix 2 Redundancies - unnecessary repetitions                                                         

Appendix 3 Verb forms for commonly used nouns                                                    

Appendix 4 Checklist - writing effective work method statements                           

introduction

Why do we need work method statements?

The purpose of a work method statement is:

• to outline a safe method of work for a specific job

• to provide an induction document that workers must read and understand before starting a job

• to meet legal requirements, that is, hazard identification and control

• to program work, materials, time, staff, and to anticipate possible problems

• to use as a tool in quality assurance.

Remember that a work method statement is part of a site safety plan. This plan should include:

• Induction Training

• Register of Hazardous Substances

• Work Method Statement

• OHS Procedures

• Responsibilities Flow Chart

• Rehabilitation Policy.

There is a growing need for companies to write work method statements in plain English. These procedures must be readily understood by all employees, including employees with low literacy/numeracy skills. The aim of this document is to provide you with ideas and suggestions to help you write work method statements in an easy to read style, that is, in plain English. If you take time and care to prepare clear and concise site specific work method statements you can save your company valuable time and money. These savings return greater profits. We hope that the suggestions in this booklet will assist writers of work method statements to use language and formatting that is concise, clear and easily understood.

Part A:

Suggested proforma

The proforma on the following pages covers all the main points required by major contractors and the law. In it we have suggested ways of filling in each section.

Explaining the proforma

Write all your work method statements after consulting the workers who are going to use them. You may then need to redraft them to include their suggestions. They may see a better and safer way of doing the job. Workers will be more willing to take ownership of the documents and act on them if they participate in planning and writing them. We designed the proforma to fit A4 paper. It is double sided. This overcomes the problems of having more than one sheet of paper to deal with. However, you could add extra pages if there is not enough space in any one section.

In the proforma the procedures, possible hazards and safety controls are printed side by side. This will make it easier for you to consider the possible hazards for each step. Then you can decide on the appropriate controls to overcome each hazard. All employees should be aware that there are work method statements and that they must see and sign them.

Part B:

Points to remember when writing work method statements in plain English:
“Plain English is getting a clear message across to your audience in an appropriate way.
This means being clear about what you want to say, who you’re saying it to and how you’re
going to say it. Plain English is effective communication”. NSW Adult Literacy Council
Plain English means:
• considering the reader
• communicating a clear message to the reader
• using clear, concise language
• rethinking how information is presented so that it attracts the reader.
Plain English does not mean:
• writing in simple English
• using the minimum amount of words
• getting rid of technical language
• talking down to the reader
• losing meaning.
Plain English has many benefits:
• Workers are more likely to read and act on written texts
• Readers are less frustrated and view documents in a more positive way
• There is less interruption to work from queries and misunderstandings
• Documents take less time to produce
• Safety and quality can be improved
• Training is easier and more time efficient.
Audience:
Keep in mind the personnel who are going to read the work method statement and consider
these questions:
• How well do they read? (educational background)
• Are they from a non-English speaking background?
8
Seven ways to write effectively:
Now we will look at seven ways to write work method statements effectively in plain English.
These will make your work method statements easier to write and understand. The seven ways
to write effectively are:
1. Write out the job procedure step by step
2. U se active, not passive voice
3. S equence ideas logically
4. Keep sentences short and clear
5. Choose words carefully
6. U se verbs not nouns
7. Consider layout and formatting
1. Write out the job procedure step by step
Start each step with an action word.
Set it out as shown in the Procedure Section of the Suggested Proforma on page 5.
Examples
Example 1:
1. Deliver all duct to the site.
2. Store in areas set aside by the builder.
3. Clear work area of all obstacles.
4. Join ductwork on floor in lengths less than nine metres.
Example 2:
1. Locate centre of each hole.
2. Check that each hole would only penetrate the slab thickness.
3. Drill an 8 to 10 mm pilot hole.
4. Insert a small wire or rod through each hole.
Example 3:
1. Erect and brace columns.
2. Erect and brace beams.
3. Tie beams and bracing.
4. Bridge purlins.
5. Tension bolts.
9
2. U se active, not passive voice
Use active, not passive voice. It is more personal and direct and specifies who must do
the action.
Examples:
8 Materials must be removed in manageable lots.
4 Remove materials in manageable lots.
8 Protective gloves are to be worn.
4 Wear protective gloves.
8 Fork lifts must not be driven faster than walking speed.
4 Never drive forklifts faster than walking speed.
8 Leads are to be kept above floor level.
4 Keep leads above floor level.
8 All equipment to be checked and tested.
4 Check and test all equipment.
3. S equence ideas logically
(i) Put the main idea first
Examples:
8 When you are working in a dusty and windy area, wear safety glasses.
4 Wear safety glasses when you are working in a dusty and windy area.
8 From the information on the plan, establish the required width of the formwork.
4 Establish the required width of the formwork from the information on the plan.
(ii) Put the time phrase, if important, as a sub-heading and then the instructions in point
form underneath.
Example:
When cutting, drilling or shaping glasswool insulation:
a) wear protective clothing
b) use a suitable dust mask
c) avoid contact with your eyes.
(iii) T ry to put information in point form for clear and easy reading.
Example:
8 When compressed air jack hammers are to be employed for the purpose of excavation,
it is advisable to make certain that the air compressor is placed within as close a
proximity as practicable to the worksite and all equipment is to be fitted with suitable
apparatus for noise abatement. Hearing protection is to be worn by all employees at all
times and air hoses are to be fitted with snap-on safety couplings which are to be fixed to
the hose by the use of safety locking pins.
10
4 When using jack hammers for excavation work:
a) place the compressor as close to the work as possible
b) make sure that the equipment is fitted with noise controls
c) wear hearing protection
d) use snap-on safety couplings on all hoses
e) fix safety couplings with safety locking pins.
(iv) S eparate any extra information that may be needed to make the instruction clear. Do this
by putting the extra information in a highlighted box or by using italics.
Example:
Block off fixed type laser beams by using a beam stop.
Safety Note
Effective beam stops have a matt finish to stop reflection. Earth, wood, plywood, brick,
mortar, concrete or plasterboard surfaces are suitable.
Roughen the surface of metal beam stops.
(v) U se parallel structures - that is use the same grammatical structure to express similar
ideas or two or more ideas in the same sentence.
Example:
8 To prevent falls:
• fix solid one metre high guard rail
• workers must use a safety harness
• workers wearing safety footwear
• securely covering all floor penetrations
4 To prevent falls:
• fix solid one metre high guard rail
• use safety harness
• wear safety footwear
• cover all floor penetrations securely.
4. Keep sentences short and clear
Remember:
a) Long and/or complex sentences are more difficult to understand. They take longer to
read and can hide information.
b) A sentence should contain only one or two ideas. Separate ideas with lists, dot points
and punctuation (commas, semi-colons, colons).
c) If you must have a long sentence (more than 18 words), follow it with a short one.
11
Example:
8 The trainer will ensure that each crane driver/chaser is fully skilled in lifting procedures
and, most importantly, will confirm that each crane driver/chaser fully understands what his
duties are.
4 Trainers must make sure that crane drivers/chasers:
a) know correct lifting procedures
b) fully understand their duties.
5. Choose words carefully
(i) D on’t use too many formal words or long winded phrases. (See Appendix 1)
Examples:
8 ensure
4 make sure
8 accordingly
4 so
8 without further delay
4 immediately
8 at this point in time
4 now.
(ii) A void unnecessary repetition or redundancies. (See Appendix 2)
Examples:
8 Power to the construction site is available on an around the clock basis.
4 Power to the construction site is available 24 hours a day.
(iii) D o not use too many nouns together - they can make the document difficult to
understand because the reader must take in a lot of information in a short space.
Examples:
8 safety regulation handbook
4 handbook of safety rules
8 estimated monthly attendance performance bonus
4 monthly attendance bonus.
(iv) A void jargon, slang, idioms, sexist or racist terms, and foreign expressions.
Examples:
a) chippie, sparky, gofer
b) I’m broke
c) as slow as a snail
d) foreman
e) déjà vu.
12
(v) D o not use contractions (short forms). They are not as strong as the words written in
full.
Example:
8 Don’t
4 Do not.
(vi) Beware of acronyms (words made from initials) - you must explain what they mean the
first time you use them.
Example:
Construction, Forestry, Mining and Energy Union (CFMEU).
(vii) S pell out abbreviations to avoid confusion whenever possible. If you must abbreviate:
a) do so only when necessary, and
b) make sure that the abbreviations are understood.
Examples:
8 e.g.
4 for example
8 i.e.
4 that is.
(viii) S pell out one, two, three, four, five, six, seven, eight, nine and ten. Over ten, use
numbers -11,12,13 ......
(ix) U se spelling from the Macquarie Dictionary. It is the most suitable for Australia.
6. U se verbs not nouns
Be careful of turning verbs into nouns (nominalisation). This makes the document “heavy”
or “academic” and hard to read.
(See Appendix 3 for a list)
Examples:
8 U tilisation of backhoes on construction sites must only be done in consultation with
supervisor.
4 Consult supervisors before using backhoes on construction sites.
8 F ailure to comply with these directives will result in expulsion from this facility and/or
notification of the construction company.
4 We will expel you from this site and notify the construction company if you do not
comply with these directives.
7. Consider layout and formatting
• Keep your layout open. Use plenty of white space. This makes the procedure more
readable.
• Use no more than two separate font styles: one Bold and the other Italic. If you use
more, the finished product will not present well.
13
• Avoid using CAPITA LS to write full words - THEY ARE MORE DIFFICULT TO READ.
• Do not use underlining. Make important headings larger instead.
• Justify (line up) the text to the left as this helps you to read the document more easily.
• Use a serif rather than a sans serif font. Again, it is easier to read.
For example:
8 Supply eye protectors to operators, other workers and visitors where there are eye
hazards. Always wear eye protectors.
4 Supply eye protectors to operators, other workers and visitors where there are eye
hazards. Always wear eye protectors.
• Learn how to use your keyboard to its full capacity. There are many features that can
be used to give a more professional finish.
• Take care with the length of lines. 50 - 70 characters is the ideal number of characters
per line.
• Use subheadings to help break up large blocks of text and guide the reader to the
information.
• Use colour sparingly. It is harder to read than black and white.
• Make sure graphics are easy to understand.
• Keep layout consistent throughout the document.
• If you need to include a glossary of technical terms make sure that you follow the
agreed layout.
Finally, get somebody who does not know the job to read the work method statement.
You have achieved a satisfactory result if they understand it.
Alternatives to Writing:
It is very important to consider alternatives to writing if you have employees who have reading
problems. They may not be able to read words but they may be able to follow a picture, a
diagram or spoken instructions.
Use alternatives to writing if these convey the meaning more easily:
• Flow charts for writing work instructions and procedures, explaining processes, defining
production goals
• Diagrams, illustrations, graphics, line drawings for technical terminology and procedures
• Tables, charts, graphs (pie, vertical, line etc.) for statistics, production data and figures
• Maps for emergency procedures, locations and layout of areas.
Or
Read the work method statement to employees and check that they have understood it. Make
sure that they then sign it.
14
References
Aldhamland, M., Editing and Publishing Workshop for AMES, 1995
Bousaleh, Gail, ‘Guidelines for Writing in the Workplace’, AMES EWP, 1992
Burke, T., Me Leod, J., Montgomery, G. and Riley, M., Plain English Writing Project, NSW
TAFE, 1989
Cole, K., Crystal Clear Communication, Prentice Hall, Sydney, 1993
DEET, Reader Friendly Documents Kit - Profit and Popularity with Plain English, Sydney, 1995
Eagleson, R. D., Writing in Plain English, AGPS Press, Canbeffa, 1990
Guffey, M. E., Essentials of Business Communication, KWS, Boston, 1991
Kidd, Isobel, Workshop on Writing Procedural and Factual Texts in Plain English, AMES 1995
Lammas, Brian, “Getting the Message Across”, English In The Workplace, AMES, 1994
Master Builders’ Association and Summer Hill Films, Stop Chasing Your Tail, WorkCover,
Sydney, 1996
Middleton, R., and Bell, J., “Writing Standard Operating Procedures in Plain English”, AMES,
1996Nenke,
Margaret, “Writing Standard Operating Procedures in Plain English”, Southern Copper,
AMES/EWP Wollongong, 1995
Patterson, Sue, “Made To Measure, Language, Literacy and Numeracy in TCF Industry Training’,
AMES, Sydney, 1996
Street, Suzanne “Plain English Worksheets”, AMES English in the Workplace, 1994
Sydney Electricity, “Style Guide for Electrical Safety Rules Writing Project”, AMES, 1995
Walsh, B., Communicating in Writing, 2nd Edition, AGPS Press, Canberra, 1989
Watson, Jacqui, and Lewis, Joanna, “A Guide to Plain English Writing in the Workplace”,
AMES, 1996
15
Appendices
Appendix 1
Formal words and long winded phrases
Use these                          instead of these
no                                     absence of
so, therefore                     accordingly
follow                              adhere to
changes                           adjustments
manage                            administer
give, divide                     allocate
clear, plain                      apparent
when necessary              as applicable
later                                at a later time
always                           at all times
now                               at the present time
because                          because of the fact that
by                                    by means of
since,                              because by virtue of the fact
work out                        calculate
start                                commence
complete                        complete in all respects
has                                 contain
now                                currently
make less, reduce          decrease
despite                           despite the fact that
shown                            described herein
stop, end                         discontinue
send                                dispatch
because, since                  due to the fact that
length of                          duration of
inside, within                  encase
exit                                   egress
make sure                         ensure
work out                           estimate
check                                examine
leave out                           exclude
show, tell                            explain
for                                       for the purpose of
because                               for this reason
later                                     further down the track
need                                      have to
causing                                giving rise to
same                                   identical
at once                                 immediately
according to                         in accordance with
and                                      in addition
with                                       in conjunction with
about                                    in reference to
finally                                   in the final analysis
soon                                      in the near future
now                                      in this day and age
considering                             in view of
if                                                in the event that
look at, check                              inspect
tell                                                 notify
see, adhere to, obey                         observe
regularly                                         on a regular basis
before                                             prior to
part                                                portion
rules, ways                                       procedures
why                                               reason for
fix                                                 rectify
move                                            relocate
need, want, must                            require
needing                                          requiring
must                                              required to
must                                              shall
to                                                 so as to
after                                              subsequent to
job                                               task to be performed
the kind of                                   the nature of
use                                                      utilise
when                                                 whilst, while
could, might                                      with a potential to
immediately                                       without further delay


Appendix 2
Redundancies - unnecessary repetitions
Use these                                                 instead of these
essential                                                       absolutely essential
adequate                                                       adequate enough
warning                                                         advance warning
fundamentals                                                  basic fundamentals
big                                                                 big in size
combined                                                         combined together
eliminate                                                         completely eliminate
component                                                       component part
consensus                                                         consensus of opinion
continue                                                              continue on
cooperate                                                            cooperate together
each                                                                each and every
result                                                               end result
identical                                                             exactly identical
outcome                                                            final outcome
thanks                                                                grateful thanks
few                                                                     few in number
green                                                                  hat green coloured hat
inventory                                                              inventory stock
cooperation                                                           mutual cooperation
action required                                                           necessary action required
prerequisite                                                           necessary prerequisite
beginning                                                               new beginning
first hand                                                                    on a first hand basis
history                                                                     past history
period                                                                         period of time
reason                                                                      reason why
red                                                                          red in colour
refer                                                                         refer back
repeat                                                                             repeat again
schedule                                                                     time schedule
little                                                                            tiny little
total                                                                                total and utter
facts                                                                                true facts

Appendix 3
Verb forms for commonly used nouns
Use these verbs                                                        instead of these nouns
anchor                                                                       anchorage
act                                                                             action
alter                                                                         alteration
apply                                                                       application
analyse                                                                   analysis
assess                                                                      assessment
assist                                                                       assistance
attach                                                                      attachment
complete                                                                completion
comply                                                                     compliance
connect                                                                    connection
construct                                                                construction
erect                                                                         erection
examine                                                                   examination
expose                                                                      exposure
fail                                                                               failure
identify                                                                       identification
improve                                                                      improvement
inform                                                                      information
install                                                                        installation
isolate                                                                        isolation
investigate                                                                   investigation
maintain                                                                      maintenance
organise                                                                        organisation
place                                                                             placement
position                                                                           positioning
prepare                                                                            preparation
project                                                                              projection
protect                                                                             protection
recognise                                                                          recognition
reduce                                                                               reduction
reject                                                                                 rejection
remove                                                                               removal
specify                                                                          specification
supervise                                                                        supervision
terminate                                                                        termination
train                                                                                 training
vary                                                                              variation