The clear implication is that users instinctively think they can figure out how it works themselves, and would rather start playing with their new toy than waste time reading the boring instructions.
That approach may work where the instructions only deal with functionality; when safety is involved, it clearly has shortcomings. However, even the most diligent of users can find themselves struggling if the manufacturer or supplier has failed to provide adequate instructions.
There has long been a requirement in UK legislation for manufacturers, importers and suppliers of anything for use at work to provide adequate information about safe use. Section 6 of the Health and Safety at Work Act 1974 includes a duty to make such information available.
This basic requirement proved to be rather vague in practice and was later tightened up by an amendment. Whilst not changing the principle, subsequent legislation is considerably more objective. The European Machinery Directive specifies clearly the topics which the instructions must cover and, in the era of globalisation, has become something of a benchmark around the world.
It is a requirement of the directive that, when designing and constructing machinery, the manufacturer must envisage not only the normal use of the machinery but also other uses which could reasonably be expected.
The same requirement applies when drafting the instructions. The machinery must be designed to prevent abnormal use if such use would engender a risk. In other cases, the instructions must draw attention to ways in which the machinery should not be used, but which experience has shown might occur. The instructions must also cover:
putting into service
use
handling – including the weight of the machinery and its various parts where they are regularly to be transported separately
assembly, dismantling
adjustment
maintenance, inspection, servicing and repair
where necessary, training instructions
where necessary, the essential characteristics of tools which may be fitted to the machinery
The instructions must contain the drawings and diagrams necessary for all the above.
Because the directive deals with many types of machinery, it cannot go into the detail necessary for specific items. However, the harmonised European standards which support the directive can. Two good examples are EN 818-6 which specifies the information to be provided by the manufacturer of chain slings*, and EN 13155, which includes a specification for each of the load lifting attachments covered by that standard.**
Such specifications not only address basics, such as the maximum working load, but also include any restrictions which cannot be addressed by design, such as limits of geometry and orientation, the operational temperature range, adverse environments, and resistance or susceptibility to chemicals and moisture.
Equally important as the content of the instructions is the manner of its presentation. To some extent, this depends upon the target reader. In the context of equipment for industrial use by professional operators, the manufacturer can reasonably assume a commensurate level of ability.
However, in the case of equipment which may also be intended for use by non?professional operators, the wording and layout of the instructions for use must take into account the level of general education and acumen that can reasonably be expected. This is particularly pertinent in the context of hire equipment and equipment readily available to the general public through mail order and internet outlets.
Within the European Union, the instructions must be drawn up in one of the official languages, for example, English, French or German. On being put into service, the machinery must be accompanied by a translation of the instructions in the language or languages of the country in which the machinery is to be used and by the instructions in the original language.
It is clearly important that the translations are accurate, particularly on matters of safety. We are all familiar with some of the more fanciful and amusing translations which often accompany domestic goods. However, if the information is of a technical nature, errors can be dangerous. It is usually best practice if all translations are made or checked by a person whose first language it is and who is also knowledgeable in the subject and understands any technical terms and data.
To me, one important aspect of presentation, often overlooked, is how user friendly the instructions are. If the information is broken down into logical sections, clearly headed, then the reader is encouraged to read the parts relevant to their application.
On the other hand, if he or she has to wade through a lot of waffle about very obvious safety precautions, they are less likely to persevere and find the true nuggets of vital information.
Within the LEEA we have produced some comprehensive guidance for user organisations and have presented certain parts of it in a variety of formats according to the target reader. For general purpose lifting accessories and portable lifting machines we wanted end user information kept short, concise and cheap enough to issue with every item, particularly hire equipment.
The target was one side of A4 paper.
Each starts with a bullet point summary of what always to do and what never to do. The basic concept is that if the user understands these bullet points and reads no further, then they would know enough to avoid most hazards. And if they do not understand the summary, then the rest of the page provides further explanation.
Last but by no means least is the quality of reproduction. Unnecessarily small print is bad enough, but when it is a poor photocopy of a poor photocopy and the captions to drawings disappear in a blur of spots, one wonders whether the manufacturer or supplier has any respect for their own image, let alone their customers’ safety.
Clear, unambiguous, well presented and comprehensive instructions for use are to the mutual benefit of the manufacturer, supplier and user alike, but this is not always understood. Whether manufacturing, selling, hiring or purchasing, I urge you to look critically at the instructions to ensure they meet all these criteria.