Writing Work Method Statements in Plain English: Guidelines

GUIDELINES FOR WRITING
WORK
METHOD STATEMENTS IN PLAIN ENGLISH
GUIDELINES FEBRUARY 1998
BUILDING AND CONSTrUCTION INDUSTry
WorkCover. Watching out for you.
New South Wales Government

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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

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Contents
Page
IntroduCtIon
2
Part a
3
Suggested proforma
4
Proforma for work method statements
6
Part B
8
Points to remember when writing work method statements in plain English
8
Seven ways to write effectively
9
1) Write out the job procedure step by step
9
2) Use active, not passive voice
10
3) Sequence ideas logically
10
4) Keep sentences short and clear
11
5) Choose words carefully
12
6) Use verbs not nouns
13
7) Consider layout and formatting
13
Alternatives to writing
14
referenCes
15
aPPendICes
16
Appendix 1 Formal words and long winded phrases
16
Appendix 2 Redundancies - unnecessary repetitions
18
Appendix 3 Verb forms for commonly used nouns
19
Appendix 4 Checklist - writing effective work method statements
20
1

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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.
2

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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.
3

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__________
o:

n
o
n
/
Y
es

_______________________________
ff:

o
Controls:

______________________
ate:
ccepted:
rea:
s
igned
d
a
a
s
afety

Hazards:

P
ossible
1)
t
ar
(P
s
tatement

steps):
(in
Method
ork

W
roject:
rocedure


Contractor:

P

Job

P

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.
4

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ork:
W
Complete
to
equired
r
t
raining
Legislation:
Checks:

ractice,
P
of
Codes
Maintenance
esponsibilities:
r
and
uties
d
P
ersonnel,

2)
pprovals:
t
a
ar

s
ite:
(P
on
orkCover
xperience:
e
mployees
and
tificates/W
e
ll
s
tatement
a

by
etails/Cer
d
Method
Qualifications
s
igned
quipment:
e
and
ork
ngineering
ead

W

P
ersonal









e




Plant/




r
5

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__________
o:

n
ovisions
pr
as:
equipment
o
n
safety
/
such
equipment
and
ols
Y
es

_______________________________
contr
otective
materials
ff:

Signs
pr
of
o
Controls:
workers/public

______________________
safety
all
arning
ate:
ccepted:
rea:
MSDS
W
P
ersonal
F
ellow
Storage
s
igned
d
a
a
s
afety
List
•
•
•
•
•
•

Housekeeping



ying
etc
(15kg?)
carr

dust,
and
as:
weights
lifting
such

ds
explosives,
heavey
ea

pulling,
ar
fills
hazar
lifting
in

and
substances,
others
possible
pushing
to
electrical,
Hazards:
handling,
all
dous
ds
ubbish,
Hazar
Manual

P
ossible
Include
•
•
•

T
wisting,
•

Hazar
•

R

e.
her
on

1)
e.
t
her

working
example
ar
e
ar
F
or
(P
doing.
e
d.
you
ar

ganisation

wor
or
you
walls
step
your
building
that
action
by
well
of
the
an
job
s
tatement
of
or
step
stair
with
name

job
to
task
the
name
the
step
rail
the
steps):
P
ut
the
out
Method
in
(in
each
hand
t
P
ut
rite
rite
ork
W
W
Star
•

F
ix
W
roject:
rocedure

Contractor:
P
Job:
P
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.



















6

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visors
complete
using
equal
done?
super
to
e
ar
be
ork:
electrical
to
W
their
you
method
needed
e
all
job
and
es
on
wher
work
the
the
Complete
methods.
ocedur
for
check
Is
to
workers
pr
all
work
the
expecially
site?
,
in
on
practice
monthly
equired
that
of
r
e
safely
sur
changed
legislation?
trained
job
or
codes
forklift,
e
available
etc
t
raining
Make
ar
the
new
r
elevant
cranes,
tags,
y
practice
on

applicable
with
as
of

Legislation:
ee
your
of
any
agr
necessar
of
codes
Checks:


e
than
es
and

things
leading
ractice,
separate
P
maintenance
other
by
a
such
uctur
of
ea
ocedur
on
str
r
elevant
better
specific
and
ar
e
or
pr
the
r
esponsibilities
e
Codes
Ar
to
Do
Maintenance
Include:
equipment
and
esponsibilities:
describe
work
the
r
visors
include
uctur
the
to
str
and
duties
super
of
showing

like
t
include
the
of
example,
that



uties
char
and
in
d
of
F
or
check
ection,
might
er
–

flow
work.
scaffold
etc.
a
details
safety
Y
ou
person
panel
suspended
materials
ganisation
formwork
P
ersonnel,
Give
r
esponsibilities
personnel.
daily
hand.
sheet,
or
each
on

ladders,
ecast
for
demolition
pr
e.g.
formwork
extinguishers,
loading
for
e
job,
fir
2)

needed

pprovals:
t


a
be
point
the
ar


your
trade
cover
demolition,
on
equipment,
s
ite:
(P

may
may
slabs,
of
for
on
and
may

orkCover
machines,
machine-felling
use
and
demolition
that
ed
of
xperience:
you
Include:
you
e
details
ea
tificates
r
equir
leads
welding
job.
ar
licences.
Cer
suspended
oval
that
mployees
and
the
tickets,
Experience
e
the
or
tificates/W
be
set,
ll
s
tatement
.
on
all
the
appr
y
a
experience
in
for
electrical
oxy
list
might
ection.

by
er
to
and
orkCover
done
tificates
etails/Cer
equipment
need
W
contractor
cer
d
that
orkCover
machiner
Method
Qualifications
e
steel
W
and
s
igned
need
will
for
work
grinders,
quipment:
materials,
and
e
and
ork
will
details
tificates,
r
equir
plant
evious
ngineering
uctural
estles,
ead

W

P
ersonal

Y
ou

qualifications

workers

cer

licences

pr

not



e

Give

str

falsework,

slabs

Plant/

List

tr

shoring

r
7

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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

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