Lovoy Handout

SMS Simplification
and Improvement
By
Jodi Lee and
Terje Lovoy
[email protected]
www.lovoy.info
Ph +47 41374000
2019 © Copyright Lovoy AS – all rights reserved.

Complex Clear
Typical Before and After Example
N
A
V
I
G
A
T
I
O
2014 N Today
48.939 words 17.235 words
65% reduction
Shipping Oil and Gas Sub-Sea Rail
Medical Factories Emergency Administration

Airline Safety
Hull Losses per Million Departures
30-40 0,32
1960’s 2015
Human
Element Documentation
CRM
Technical
Photo source Wikipedia
Technological Improvements
Old cockpit New cockpit
The equipment was simplified but not the procedures

The Solution Was to Simplify
Typical modern airline checklist

SMS Analysis
• Difficult language
• Must read several times
• Difficult to find what you need
• Not following workflows
• Must transfer knowledge

verbally
What Caused these Problems?
Typical answers:
• Result of ISM, ISO and other standards
• Government and client demands
• Adding but never removing info
• Too much info forced upon us
Blame others?
The 5 Why’s Root Cause Analysis
Why? Because our people did not follow procedures
Why? Because the text was not user-friendly
Why? Because it was too complex
Because procedure writers only knew

Why? how to write complex
Because of no writing
Why? standards or training
Conclusion
..the problem is not too much info
..it is the way the info is presented

Style Layout Structure
Lovoy Method
Bla bla bla bla bla bla bla bla bla!
Bla bla bla bla bla bla bla bla bla!!!
Bla bla bla bla bla bla bla bla bla!!
Bla bla bla bla bla bla bla bla bla
bla bla bla bla bla bla bla bla bla
bla bla bla bla bla bla bla bla bla
bla bla bla bla bla bla bla bla bla!
Bla bla bla bla bla bla!!!
Windbag
Procedures are like people,

some talk a lot but say very little.
We can present the same things
in a complex or simple way.
12 2
=
18 3
Commence = Start
Complex Simple
Give consideration to Consider
During the period of During
A number of Some
Give the recognition to Recognize
Is concerned with Concerns
Because of the fact that Since
22 words 6 words
70 % reduction
From Lovoy simple word dictionary www.lovoy.info

Use Everyday Words
• Make use of • Use
• Assist • Help
• Abundant • Many
• Commence • Begin, start
• Acquire • Get
• Carry out • Do
• Numerous • Many
• Send
• Transmit
Use Simple Every Day Words
• Short everyday words are

easy to understand.
• Use them as much as
possible.
• Complex words takes more
time even for native
speakers.
Bad Habits are Hard to break
• Subconsciously using too
difficult words
• It is like becoming speed
blind
• We do not notice it
Speed Blind
Elucidate = explain or make clear
Why do people use a
complex word when a simple
word can do the job?
Will using big words make
you sound smarter?
Research from Princeton University
by Professor Daniel Oppenheimer
Does increasing the complexity of text succeed
in making the author appear more intelligent?
Complex texts were:
- Harder to read
- Rated more negatively
Increasing text complexity does not make
the author seem more intelligent.
Writing too complex text makes
readers judge you as less intelligent.
If you want to write in an impressive way,
then you should listen to the experts!
“When a sentence is made stronger, it
usually becomes shorter.”
William Strunk
“Omit needless words..”
William Strunk
Round in shape
Plain text Steps
Step by step workflow
Use of Portable Water Fire Extinguisher Bottle Procedure
When using a portable water fire extinguisher bottle, always initiate the
spraying by directing the outlet nozzle head of the extinguisher bottle
directly towards the base of the burning fire source. This is to be done first
before the handles is to be squeezed together, after squeezing the handles
and hitting the core of the fire source with water, the water comes in
contact with the flames and the heat will subsequently be removed from
the fire.
Carry out the spraying pattern in a horizontal direction from left to right or
right to left. To commence extinguishing of a fire, the index finger must be
inserted into the handheld water fire extinguisher’s metal ring that is
coupled to the metal safety splint which then is to be pulled out firmly and
completely.
Œ Pull the pin
• Aim the nozzle at the fire
Ž Squeeze the handles
• Spray from side to side
Stilted Text
• You look down on the reader

• Use third and fourth person
• Overly formal
• Not effective if you want the reader to respect your words
You, We and Us
Candidates with questions should contact
the HR department. (8 words).
Contact us if you have questions (6 words).

What Do the Governments Say
Plain Language definition:
• Short simple words
• You, We and Us style
• Write active sentences
• EU
• Nordic countries
• UK
• Australia
• Canada
• New Zealand
Checklists
Procedures
Two types of checklists:
1) Tasks we do often and know well
2) Task we seldom do
Window of
checklist opportunity
Point of error Point of accident

occurrence occurrence
Timeline
Last line
of defense Point of accident
occurrence
Checklist
Point of error
occurrence
Before taxi Taxi out Before takeoff Takeoff

Checklist
Point of error Point of accident

occurrence occurrence
All in One
Before After
Break up checklists based on risk

Procedure (before) Checklist (after)
1. Adjust seat 1. Seat……………..........Adjusted
2. Fasten seatbelt 2. Seatbelt…….……..…Fastened
3. Adjust mirrors 3. Mirrors………………..Adjusted
4. Verify parking break on 4. Parking break……...Verified on
5. Start engine 5. Instrument……………Checked
6. Check instruments Verbs
• At the end
• Past tense
Verbs
We do not use question words or question
• Always first
signs in checklists
• Imperative (do style)
Illustration by Terje Lovoy
Old text New text
77 Words
21 Washed old words

+ 35 New details
Note: Word count is of core text – not headers and footers. = 56 Words
Systems-Based Safety Approach has Plateaued..
..we must look for new ways to drive further

safety gains.
Key Performance Indicators
Average Words per Sentence (AWS)
Percent Passive Sentences (PPS)

More info , videos and case studies at:
https://lovoy.info/
[email protected]

Lovoy Handout

Uploaded by

Copyright:

Available Formats

Lovoy Handout

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Lovoy Handout

Uploaded by

Copyright:

Available Formats

SMS Simplification

2019 © Copyright Lovoy AS – all rights reserved.

48.939 words 17.235 words

Medical Factories Emergency Administration

The equipment was simplified but not the procedures

Typical modern airline checklist

• Must read several times

• Difficult to find what you need

• Not following workflows

• Must transfer knowledge

Why? Because our people did not follow procedures

Why? Because the text was not user-friendly

Why? Because it was too complex

Because procedure writers only knew

..it is the way the info is presented

Procedures are like people,

From Lovoy simple word dictionary www.lovoy.info

• Short everyday words are

• You look down on the reader

Contact us if you have questions (6 words).

Point of error Point of accident

Before taxi Taxi out Before takeoff Takeoff

Point of error Point of accident

Break up checklists based on risk

21 Washed old words

..we must look for new ways to drive further

Average Words per Sentence (AWS)

Percent Passive Sentences (PPS)

You might also like