132: Format Inappropriate
Definition/Typical Issues
Did the layout of the procedure make it difficult to follow? Did the format differ from that which the user was accustomed to using? Were the steps of the procedure illogically grouped?
Is the procedure format inappropriate for the task? Is a flowchart used when a checklist is more appropriate? Is a checklist used when a T-bar format is more appropriate?
Are warnings or cautions presented in an inconsistent manner?
Was the procedure user required to carry out actions different from those he was accustomed to doing? Did the procedure fail to identify that the step for the action had been revised?
Were data recorded incorrectly because of poor formatting of the procedure?
Were revised steps difficult to identify?
Examples
Example 1
- An operator made a mistake while performing a startup procedure. The procedure was confusing because it required the operator to complete part of section A, then B, back to A, then to C, back to A, then to D and E. The operator failed to go back to A after completing C.
Example 2
- Each step in the procedure was numbered. Subsequent levels of substeps were numbered by adding a decimal point and another set of numbers. The procedure used too many levels on substeps (i.e., a step was numbered 2.3.6.5.1.1.1.1.5). As a result, the operator skipped a step in the procedure.
Example 3
- A troubleshooting guide was developed using a checklist format. The mechanics did not understand how to move through the procedure; they just completed the items they thought were appropriate.
Example 4
- A procedure was developed by an engineer in a paragraph format. About half of the information in the procedure was design information that the operators did not need.
Example 5
- An operator incorrectly completed a step of a procedure. The operator was experienced and performed the action as he always had. The new procedure (which had been correctly updated) was not marked to indicate that the step had recently been revised, and the operator did not realize that a change had been made.
Typical Recommendations
- Ensure that procedures are in an easy-to-read format.
- Avoid using the narrative or paragraph format; personnel tend to get lost in a sea of print. The T-bar, flowchart, or checklist formats are highly effective.
- Choose one or two effective formats and use these same formats consistently throughout the facility. The format for a troubleshooting guide may be inappropriate for a step-by-step startup procedure.
- List procedure steps in a logical, sequential order. Also, be sure that any special precautions are listed at the beginning of the procedure.
- Review procedures to ensure that warnings and cautions are presented in a consistent format in all procedures.
- Involve procedure users in the procedure development process.
- Have an inexperienced user review the procedure to ensure that sufficient detail is provided.
- Use checklists for verification processes and initial alignments of systems.
- Use flowcharts when decisions affect which part of the procedure is implemented (e.g., a troubleshooting guide, or an emergency procedure that requires diagnosis of the problem).
- Clearly identify (such as with a sidebar) which steps/information have changed, and ensure that all employees are trained on or informed of changes.
- Identify via a list or description the acceptable formats/structure for all procedures.
- Format procedures in a consistent manner and select the best type of procedure for each task.
Cross-References
| Version 10 Element(s) | |
|---|---|
| Node ID | Node Name |
| 118 | Format Confusing or LTA |
| 127 | Identification of Revised Steps LTA |
| Maritime Element(s) | |
|---|---|
| Node ID | Node Name |
| 126 | Format Confusing/Complex/Difficult to Use |