Developing & Authoring Aviation Maintenance Technical Procedures

In aviation we have procedures for just about every activity. As we understand procedures are connected to policies as well as the need to demonstrate regulatory compliance.
 
Procedures belong within the QC environment but facilitate the functioning of the QA process. Without procedures auditing becomes very challenging (Ultimately it is the business area owner or post holder/nominated person (NP) who has the ultimate responsibility for the integrity of the procedure).

In our PART M - CAR M / Part 145 – CAR 145 environment we have the Continuous Airworthiness Management Exposition (CAME) and the Maintenance Organization Exposition (MOE) Procedures as well as a myriad of other documents.

Where do we go wrong with procedures?
 
Consider the Shortfall you have noted with Procedures and other technical documentation.
 
For example we can lose sight of our target audience or make the procedures overly long.
 
These guidelines are to assist you to develop effective procedures. In every case consider that the procedure is being written for a number of very valid reasons one of which is to ensure a common understanding. Try to imagine you are writing the procedure for a new starter in your department who is not very familiar with all the abbreviations or jargon.
 
So Rule No 1 - Keep the procedure simple do not over-complicate with numbering systems 
Procedures should provide sufficient instruction to avoid ambiguity and should deliver the message.
What we should do and how we should do it (Delivered in a step by step systematic way).
 
The procedures should be user friendly - If we allow the procedures to be outdated or incorrect or even ambiguous (misleading) people will not use them.
 
Additional or superfluous information is often not a good idea. Use diagrams charts or graphics if possible. Step by Step procedures are the best and least ambiguous. Clearly mark any warnings or cautions. Identify warnings with Bold Italics or to use the term.
 
NOTE: Ensure any warnings are clear and bold and delivered before each action step, and separate from the action steps.
 
Avoiding multiple steps in a paragraph as this is a human factors problem in that steps may be missed.
 
If the procedure is a sub procedure from a higher level make sure you connect the two and they are in step.
 
Consider the Use of Flow Charts to support the Procedure Text as often a visual work flow diagram will help to provide a visual understanding of the total procedure (Actions are normally placed in Blocks with Decisions in Diamonds).
 
Rule No 2 - Imagine the reader of the procedure is relying on your procedure to do the task correctly without reference to colleagues 
This means your procedure should be stand alone, and at the same time to refer to every applicable element and requirement to complete the task.
 
Rule No 3 - Raise awareness amongst users of the Content (not specifics) of the Procedures also identify where procedures are available 
It is never intended that people should be required to “learn” procedures (as they may change) rather that the user is trained to a level whereby he has an understanding of where to find the information.
 
Rule No 4 - Understand completely what you are writing about
It may seem a somewhat strange rule but in fact it is not unusual that the person who is writing the procedure is not entirely familiar with the process, This is not a problem in itself as long as he procedure author develops a total understanding of what is required possibly be developing flow charts to support the understanding of the process.
 
Rule No 5 - Make sure that you have a usable procedure understood before you start to write 
Organize all the information even before you start writing Flow Diagrams are excellent for this purpose. Work through the flow diagram, is it correct. If necessary get someone else to check it with you. Make sure the Procedure has the correct level of detail, use short sentences, be direct and use the correct tense what you should do to achieve the desired outcome.
 
Rule No 6 - Ensure all abbreviations may be understood Ensure the procedure works 
It is very good practice to ensure that all abbreviations must be written in full the first time they appear, try not to use names in procedures as these are constantly changing.
 
Rule No 7 - The Responsible Person must sign off on the procedure 
As has already been mentioned ownership of the procedure is very important, as any discrepancy noted during quality assurance audits of the procedures will be the responsibility of the business area owner and ultimately the post holder to rectify.
 
Rule No 8 - Test the procedure (QA Involvement) 
The procedure should be tested at the earliest opportunity, QA will audit the procedure during the audit cycle, in addition many process involve a signature from QA before the procedure is issued to attest that the procedure is compliant with the organizations regulatory obligations (this is not the same as saying the procedure is effective!)

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