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Online style manuals for writing procedures?

Online style manuals for writing procedures?

Online style manuals for writing procedures?

(OP)
Does anyone know of any online style manuals related to business writing that include such topics as standard operating procedures?  I'm specifically looking for external guidance that addresses such issues as outline numbering abuses, e.g.:

  • Do we really need seven indent levels that give us section 6.5.3.4.10.2.3 ?!?
  • Must every freakin' paragraph (sometimes even sentences and list items!) within a section have its own number?
  • etc...

RE: Online style manuals for writing procedures?

You might find ATA iSpec 2200: Information Standards for Aviation Maintenance to be of interest.

http://66.153.70.186/ATA_eBiz/Default.aspx?tabid=44&action=ShowProductDetails&args=175

To answer you specific questions:

No, not on a routine basis, but sometimes it winds up that way.

Yes.  You will understand why if you ever need to transmit comments or questions about a procedure that it under-numbered and you are forced to write something like:

"In section 2.4.5, paragraph 17, seventh bullet, second sentence the manual states...."

RE: Online style manuals for writing procedures?

MintJulep (Mechanical)
That looks like me filling out a form 337.
B.E.

RE: Online style manuals for writing procedures?

Once I was told by a typist/proofer who was specialised in editing specificayions that you should arrange your documents so that they do not go beyond four levels, for example 6.4.5.2.  There is no such rule or anything just best practice. I believe NFPA standards are arranged that way too.

RE: Online style manuals for writing procedures?

I think also it depends on the purpose of the document.

When I send out bid packages, there are usually a lot of sub-divisions.

I like the divisions because when you have a question or comment, you can say "1.2.5.7.13.5.7  Exception. The material to be provided is 316SS instead of 304SS" instead of "1.2.5.7 Thirteenth sentence, fifth point, seventh item". It shortens the reference. Also, "1.2.5.7.13.5.7" is searchable. In a long document, it is a huge help.

"Do not worry about your problems with mathematics, I assure you mine are far greater."   
Albert Einstein
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RE: Online style manuals for writing procedures?

Yep, I know more than three or four levels is classed as "bad practice" but multiple levels give all the advantages as listed by Ashereng, I guess it is what works best for you (or your company).

A clean house is a sign of a broken computer.

RE: Online style manuals for writing procedures?

I don't see any advantages.

1.2.3.4.5.6.7 is no more searchable than 1.2.3.4 and 2.1.2.3.

Your question was for some guidance for business writing, then accepted good practice is not to exceed four levels. That is not to say  that you cannot have your own weird system. But then do not ask for what is generally done.

What I have seen work good too, at least at one large A/E firm, to number eveyline on each page. Then you can simply refer to them as line 23 on page 5, for example. Use indents to arrange paragraphs and subpara. Even there the practice was not to have more than four indents. Limitation to this was, it worked best only when hard copies only were considered official release.



RE: Online style manuals for writing procedures?

McLeod:

If you are specifically asking about standard operating procedures that have some risk associated with there being completed properly (safety, environmental, financial) then I think you are already starting down the wrong path.  I used to use an outline structure for writing operating procedures but after reading a reference in regards to Process Safety Management (I really wish I could find it right now).  In it there was some very helpful discussion about the clarity and simplicity required.  It showed the 'wrong' ways to write procedures.  Outline formats were one of them.  At first I thought that this was a bit of nonsense but with back-up information and documented incidents related to poorly written procedures I was sold.

Now to find where I put that thing......

RE: Online style manuals for writing procedures?

DEPARTMENT OF DEFENSE
STANDARD PRACTICE
TECHNICAL MANUALS
GENERAL PREPARATION AND ASSEMBLY INFORMATION

(available at https://www.logsa.army.mil/pub/40051-1.PDF)

Quote:

5.3.10.1 Procedural step numbering.
a. Procedural steps shall be numbered consecutively with Arabic numerals.
b. If different levels of substeps and subordinate substeps are required to enhance clarity, these substeps
shall also be numbered. Each level of substep numbering used shall be different. Once a numbering
sequence is established, it shall remain consistent throughout the TM. (Refer to
figure 2).
c. Procedural steps and substeps shall not be allowed beyond the fifth level of subordinate substeps.

xnuke
"Do you think you used enough dynamite there, Butch?"
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RE: Online style manuals for writing procedures?

What's wrong with the written text?  There are loads of manuals of style, business manuals, books on English composition, etc., out there.  Just because there are a lot of them doesn't mean that they don't offer the same basics.  Usually the differences are in how they are organized, and one may offer some information that another doesn't, and vice versa.

Maybe because I'm not a computer geek, and have never had an affinity for computers, I find looking for things in books a whole lot easier and less time-consuming than seeking the same information on line.  It might be a different story if I had grown up with computers, but since I never touched one until I was 41 makes something of a difference in my attitude towards them, and the fact that I have a strong basis in old-fashioned research techinques and tools.  I don't despise the usefulness of the computer and the internet for research - it is another tool - but I don't discard older, tried-and-true methods, either.

(And then there's the rhetorical question: Why is "Help" never of any help at all?)

RE: Online style manuals for writing procedures?

Help is great if you can work out what questin to ask.  Strangely enough the MS products seem particularly bad at this, my CAD systems help is a bit better.

Books are great sadly my current employer doesn't maintain an extensive library like my last one.  I buy the odd book but the prices of many engineering tomes limits me to just the odd one.  Internet access is however available so whilst you have to seriously weigh the validity of anything you find it has become invaluable.

Ken

RE: Online style manuals for writing procedures?

Engineering tomes are pricey, no question there.  Writing or business manuals of style are not so pricey, and are often readily available in used book stores for a lot less.  Of course, you may have trouble finding a good used book store - they seem to be going the way of the dodo bird.

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