Writing a procedure document

Re: Writing a Plan

Mark Mandell - Gone Round In New Jersey

"Procedure" . . no.

I do, however, write down a stock/cut list (especially when sheet goods are involved) and, if more than a simple case or box I'll number the pieces for reference to a working sketch

I don't need to do method or procedure as I'm not quite in the TGIF stage

Re: Writing a procedure document

Hank Knight

I try to write a "procedure document" for complicated projects. I find it too easy to paint myself into a corners that make it difficult or impossible to complete subsequent operations. To avoid this I try to work my way through the construction sequence mentally, spot these pitfalls and figure out how to avoid them. I write a "Sequence of Operations" and save it on my computer so it can be amended as I work. Frequently, I find that I have failed to foresee a problem, but if I catch it early enough, I can work around it and amend my Sequence of Operations. Sometimes the work-around creates other issues that need to be dealt with, which leads to further amendments. Even after I've gone to the trouble to make a plan, I sometimes get tunnel vision and charge off following my nose rather than following the plan. This sometimes leads to my kicking myself in the pants for not following the plan and finding myself in a corner that I had actually foreseen earlier. So the process isn't foolproof, but it sure helps.

Procedure

Ellis Walentine

Hi Johanna,

If I'm working for myself, I don't write down a procedure for a project, because I know from experience how to go about the construction. Many years ago, when I was working for customers, I would often list the labor steps as a means of estimating the man-hours that would be required by me and my employees. And when we were doing a project that involved complicated constructions, we would have daily production meetings where I would detail each of the next steps that needed to be done, with individual sketches of sub-assemblies and notes on things that needed documentation or clarification, as a means of clarifying the day's objectives. It was more a means of reminding everyone of important project processes and perils.

If it helps you to detail your procedure in advance, by all means do it. Certainly, if you read project articles in woodworking magazines, you are used to their blow-by-blow accounts of "First, I did this, then I did that, then I did the other thing," to explicate the process and leave nothing to chance. Those accounts, though, were geared to the primary question of "who is the reader?" For advanced projects, the more elementary procedural steps were not detailed.

You mention Fine Woodworking, which often employed a different approach to projects, where less emphasis was placed on dimensional drawings and prescribed procedure than on conceptual understanding of the particular project or furniture form, leaving the final details and construction steps up to the reader. This allowed for a certain threshold skill level and any customization that the reader might want to add to the project in regard to materials, aesthetics or dimensions. Relentless instructions are boring to read and take up a lot of extra ink. Web-based instruction knows no such limits, and streaming videos represent a further improvement in getting the point across.

Ellis Walentine, Host

Steps

Bill Howatt

My projects aren't overly complicated as a rule but I will in very brief point form outline the major steps in general terms. I try to think and anticipate any possible screw-ups (likely based on experience) and jot that down beside the step. For example:

Cut uprights - Ensure there is a left and a right!

Cut drawers - Double-check there is clearance for slides.

Simple but can keep me out of trouble.

Bill

Re: Writing a procedure document

Derek Cohen (in Perth, Australia)

Hi Johanna

Very occasionally, I will write down steps if there will be a delay in getting back to the project. It is helpful to recall where you are up to, and what and why you need to do next.

Otherwise, I simply visualise the construction and sequence the steps along the way. It is like playing chess

The recent posts I made, titled "Dovetailing for Blood", is all about this - planning for what comes down the line. With enough practice, it comes naturally, that is, the desired work flow is understood. It is similar to moving to a new city: at the start, the focus is on the obvious (home to work and back); as one settles and becomes familiar with the city, the big picture unfolds and one can see the parts that make up the whole.

Regards from Perth

Derek

Re: Writing a procedure document

David Yoho

I suppose I follow the same methodology as Ellis and Derek related. In the very early years of building projects for customers I wrote up very detailed plans that paid special attention to joinery dimensions and location. Eventually those plans were reduced to a few sketches of sections and a few notations regarding joinery.

As time marched on I became more familiar with the "road and it's journey" and didn't require an extensive map. I envisioned the project in my mind and then went about making it. Like anything else I guess it involves experience to a great degree. Also, I very rarely built more than one of a specific project so I didn't have a need for documentation for later use.

Re: Writing a procedure document

kneale brownson

My wife produces knitted products using Passap knitting machines (made by a Swiss company that went out of business years ago) and thankfully had complete step-by-step procedures written out because she's starting to have memory difficulties and would be both frustrated and extremely unhappy if she did not have that resource to help her now. I have complete procedures (with photos) written down for repairing her machines using a dwindling supply of parts we accumulated years ago. Hopefully the supply lasts as long as we do.

My source of mistakes

Bill Tindall, E.Tn.

Very occasionally, I will write down steps if there will be a delay in getting back to the project.

I wish I had the discipline to follow this step. Resuming after delay is my main source of mistakes.

Documentation

Bill Tindall, E.Tn.

I do the opposite of what Johana does. I document with pictures and a notebook how I make something. While I don't often make two of something I do repeat some complex steps of the process more than once. These steps may be complex and there may be large gaps in time between using them. I don't want to rely on memory to recreate what I figured out, or was taught, 5 years past.

If I need to cock bead a drawer, flare a French Foot, decide the many variables of a common sized drawer, fit the miters of a profiled molding, I have a notebook and photos that tell me what I did and how, maybe 5 years ago, to meet the need.

Re: Documentation

Bruce, a MN Galoot

Someone I follow on a different forum is building the most intricate, complicated piece of furniture I’ve ever seen. I asked him why he took the time to document every step with both pictures and detailed explanations for the forum members. He said we were beneficiaries but he did it mostly as documentation for his own benefit.

Pictures

David Yoho

I guess in some way I did document many builds from photos taken along the way. I did this, at the time, to share via emails with a customer what was going on and where things stood with their project.

I did use photos of a few projects to get a look back at what I did earlier. Even though I had requests for several pieces I'd previously built, I always changed something , maybe slightly, so they were not exact copies.

The one that stands out in my memory is the fireplace mantle and surround I did for a friend building a new house. A fellow from New Jersey contacted me wanting one like it. I relied on photos to make things easier but I made several small changes that made his unique for him.

Re: Writing a procedure document

William Duffield

A rhetorical question those of you who used to write down plans and procedures but no longer need to: Have you considered writing articles covering al phases of designing and building a project, and submitting them for publication in a magazine or journal with a large circulation? It's a great way to preserve your knowledge and pass your skills on to others. And of course, there is YouTube if you are that ambitious. Sometimes even the small design and procedure changes between iterations of a custom project prove to be the most valuable to others. For example, Matt Kenney's book, "52 Boxes in 52 Weeks" provides an interesting exercise in design variations. If you are not sure about your expertise in all phases of woodworking magazine articles, these publications have specialists who will help you over the rough spots. At least one of them has professional photographers who will do that part of the work for you, and might even clean up your shop in the process. What about putting several projects together in book form?

A recommendation

CJ in MPLS

The biggest boon that anyone that needs to document a process or describe a structure is dictation software. Your cell phone can do it for you, though in small chunks.

Just start talking. For a process, start at the beginning and keep going to the end. In the case you are describing the piece itself, put a copy of your sketch down in front of you and start by describing the left most component and then work your way to the right (or whichever direction you might choose).

Clean up the notes if you'd like or leave them rough. If you talk long enough, you should get enough information down to remind you of what you need to or want to do.

There is something about the mechanical aspects of typing that impedes the creative process. Handwriting is better than typing by a long shot. Speaking is even better because you can just go and your hand won't cramp up.

Visualisation and planning

Derek Cohen (in Perth, Australia)

As a psych who has worked a great deal with ADHD and other neurodevelopmental disorders for over 3 decades, it is so evident how the planning and organisation skills of individuals are impacted when they have difficulty seeing the Big Picture.

One of my standard ("dad") jokes-come-explanations to parents is to ask them, "Where would you start given a 1000-piece jigsaw puzzle to complete?". 9.9/10 say, "Oh, I would begin with the corners ... or the outline". Then they look very confused when I say that this is possibly the 2nd or 3rd thing to do (and, no, it is not taking the pieces out of the box!)

The first thing to do is to look at and examine the picture on the box. That is the big picture. Only then are you in a position to place pieces seemingly randomly on the table top ... because by now you understand how all the pieces are connected.

The same is apparent when following the construction of furniture. You see the outer shape, and then you need to create an exploded shape, before recognising the order in which these need to be done. Some can do this mentally, and some just cannot at all.

There is a simple solution for those feeling overwhelmed. If you cannot visualise it, find photos and videos on the project, especially the latter if possible. Find similar versions. Look at the joinery/construction.

Some designs need to be constructed in reverse, such as the dados need to be made before the case is assembled. And if you want the drawer blades to be aligned, you need to find a way to make them so ... so when and how will this done? An example of this were my recent posts about preparing the way for placed freshly-glued up drawers in the drawer case ("Dovetailing for Blood!").

We need to zoom in and zoom out (as I call it): zoom out to the big picture, then zoom in to the detail, then zoom out again for context ... and zoom ....

If you find this overwhelming, or difficult to remember, use photos or drawings. This is why a pictorial essay is so powerful. My photo essays are a record for me, but equally as much a method of communication with others.

Regards from Perth

Derek

Re: Writing a procedure document

Jesse Cloud

Johanna, I think I know where you got the idea of written procedures. . One of our instructors apprenticed in Germany and had very fixed ideas about how to do things.

I used to write procedures, but these days I have gone astray.

What I do though, is at the end of each day I wrote some notes documenting where I left off and what needs to be done in the next shop session. I make a point to write down any concerns I have and things that would benefit from a fresh look tomorrow.

I often work on several components of a project at the same time. Say pressing veneer for the drawer fronts, but while I waiting for the press to complete and the glue to cure fully, maybe I will rough mill the top, and try again to get my wife to decide what hardware to use. In order to keep things moving consistently, I find it helps to keep notes on where each subproject stands.

I also have benefitted greatly from "lessons learned" notes to keep from making the same mistake twice.

Nothing worse than...

Bill Howatt

going to do some work on something you did/made before and the first thing that comes out of your mouth is, "How the he** did I do that?"!

Bill

A solid "never" for me....

John in NM

That would sure turn my fun hobby into my last job....

On the other hand, when I worked in a professional shop, I found it very helpful to spend some time writing an outline of how to proceed on the project. I did find that I worked more efficiently if I had a list to which I could refer and not have to think about what came next. That made it easier to keep the end of the day slack time filled with some minor productive work - the kind of supporting tasks that would make the next day's major tasks go easier. And that kept the boss happy.