Episode 85 - Who Should Write Equipment Procedures?

Episode 85 centers on a simple but powerful idea: the people who actually use the equipment should be the ones who write the procedures. Dr. Ayers explains that frontline employees bring practical insight, real‑world experience, and a deep understanding of how work is actually performed—making them the most qualified authors of safe, effective procedures.

 

Why Frontline Employees Should Write Procedures

Frontline workers understand the equipment in ways that supervisors, engineers, or safety staff often don’t. They know the shortcuts people are tempted to take, the steps that are easy to miss, and the conditions that make tasks harder or riskier. When they write procedures:

• The steps reflect actual work, not idealized work.

• The instructions are practical and realistic.

• The procedure captures tribal knowledge that might otherwise be lost.

• Workers feel ownership, which increases compliance and engagement.

This approach also reduces the common gap between “what the procedure says” and “what people really do.”

 

How Leaders Support the Process

Dr. Ayers emphasizes that leaders still play a critical role. They must:

• Provide structure and expectations for the procedure format.

• Facilitate collaboration between workers, maintenance, engineering, and safety.

• Ensure the final procedure meets regulatory and organizational requirements.

• Validate that the steps are correct, complete, and safe.

The goal is not to remove leaders from the process—it’s to shift authorship to the people closest to the work while leaders guide, review, and approve.

 

Benefits of Employee‑Written Procedures

Organizations that adopt this approach typically see:

• Higher buy‑in and fewer workarounds.

• More accurate and detailed procedures.

• Stronger safety culture through participation.

• Better identification of hazards and failure points.

• Increased consistency across shifts and teams.

When workers help create the procedures they follow, they are far more likely to trust them and use them.

 

Leadership Takeaway

The most effective equipment procedures are written with the people who perform the work—not handed down to them. Leaders who empower employees to write procedures build stronger systems, safer operations, and a more engaged workforce.