Sometimes the interpretation of the ISO 9001 or API Q1 9th Edition/API Q2 requirements seem to force us to do things we won’t be able to do, or sustain for more than a few months— let alone days. So how do we write our policies and procedures to explain our approach while avoid being trapped by our very own words? Ah, here come the weasel words!
These words are hand-picked from the dictionary and carefully crafted in such a way that when inserted in your procedures, they may just help you comply without getting in trouble.
Here are some good words to use within your procedures or work instructions:
1. As applicable
This is the mother of all weasel words. This is a word that can pretty much get you out of doing anything, though it can also get you in trouble if you don’t use it well. For example, if you are not sure when something is applicable or your own employees cannot tell when something applies and there is nobody in your company who does.
Example for ISO 9001, API Q1 and API Q2:
When a new inquiry is received, the Sales Representative shall fill out the New Inquiry Request form and complete all fields as applicable.
(Some fields may not be applicable for the inquiry.)
2. As deemed appropriate
This three word combination is the next best weasel word, after “as applicable”. You can basically put any instructions you want, then add the magic words and bam, you just got somebody off the hook. The difference here is that you are giving somebody the authority to do something as they see fit. Therefore you may only want to use it when you feel the employee knows how to distinguish appropriate from not appropriate.
Example for ISO 9001 and API Q1:
Upon completion of a weld for a specific material grade, the Welder shall fill out the Welding Log as deemed appropriate.
(The Welder may not need to fill out the log for all materials, maybe only for some.)
3. As deemed feasible
This is often used when instructions need to be followed but may not be possible in all cases.
Example for ISO 9001, API Q1 and API Q2:
Project Managers shall seek a completed survey from the company man upon completion of a drilling job as deemed feasible.
(If the company man is nowhere to be found, this may not be feasible.)
4. As deemed necessary
This weasel word allows you to place significant responsibility on the person carrying out the instructions. I prefer to use it for Supervisory roles and up, but I’m sure you can give anybody the power to decide what is necessary.
Example for ISO 9001, API Q1 and API Q2:
When Document Control updates a document, the updated document shall be forwarded to the process owners as well as other stake holders as deemed necessary.
(Depending on what document is being changed, and the type of change, nobody else may be necessary besides the process owner.)
5. Including but not limited to
This is a nice phrase that helps you create a list of things to do, but allows you to expand your options in case you forgot or if it is impossible to think of all scenarios for the list.
Example for ISO 9001, API Q1 and API Q2:
The Purchasing Buyer shall review the PO for the following items but not limited to: Date, Part Number, Revision, Cost, Delivery Date, Quantity, etc.
(Some people may review ship via, ship to, quantity, etc.)
You can pair this phrase with the weasel words “As appropriate” and now you have a weasel word on steroids.
Example for ISO 9001, API Q1 and API Q2:
The Management Representative shall distribute a list of open NCRs to the following personnel, including as appropriate but not limited to: President, Vice President, Engineering Director, Supply Chain Manager, etc.
(The people on the list may not all be appropriate and there may be others.)
6. Or designee
This is another mega weasel word. If you want something to be done by a specific employee but you don’t want to tie your hands, adding the word “or designee” will pretty much save you every time. So if this person is unavailable, or went on vacation or the boss did the work, this word will ensure you are not the victim of your own words.
Example for ISO 9001 and API Q2:
The Well Test Engineer or designee, shall conduct a design review meeting upon completion of the first phase of the well design.
(It could be the Engineering Manager.)
7. When required
This word is good but must definitely be used with extreme caution, because the very same word implies that there is a notion of when something is required and when it is not required. And as we all very well know, a requirement must not be taken lightly. Requirements are the foundation of why ISO 9001 and API Q1 and Q2 exist: so we can comply with them.
Example for ISO 9001, API Q1 and API Q2:
When required, a response to the corrective action must be submitted to the Auditor for his/her review and approval.
(An observation may not need approval from the auditor but a nonconformity will.)
8. In general
This word is great when there is not a set way to perform a certain task. You want to give employees some guidance, but you acknowledge there is more than one way to skin the cat, and you are okay with that.
Example for ISO 9001, API Q1 and API Q2:
Parts are procured from approved suppliers. In general, 3 quotes are sought out from suppliers.
(We may seek 1 or we may seek 5, 3 is just common.)
9. When practical
This is a good weasel word that allows you to call out for something to be done, but only if it is practical to do. If it is not practical, then the whole instruction may very well become null for your convenience.
Example for ISO 9001, API Q1 and API Q2:
Nonconforming parts must be labeled with a red tag including the date, quantity, and defect. The nonconforming parts may also be placed in a bin when practical.
(If the parts are gigantic, then it may not be practical, so won’t have to put them in a bin.)
Weasel Words for Job Descriptions
Here are some good words to use within your job descriptions:
10. In lieu of
This phrase is very often used to substitute experience for education or vice versa. If your job descriptions have sections for education and for experience separately, then you can list it on both, but be careful to ensure that something is required after all is said and done and that you are not lowering the standard to nothing. Also, if you have job descriptions that are divided into levels, such as Field Operator Level 1, Field Operator Level 2, and Field Operator Level 3, then I absolutely recommend NOT using this word, because the very level structure of your job descriptions provides the details of what is absolutely needed to move from one job level to another.
Example for ISO 9001 and API Q1:
Job Description for a CNC Programmer
Education: Two year Associates degree in CNC Programming or Machining. Experience may be accepted in lieu of education.
Experience: 5 years of experience as a CNC Programmer
(If the candidate has no associates but 10 years of experience, that will make him eligible for the position.)
11. Including but not limited to
This is the same weasel phrase used in procedures and work instructions, but for job descriptions it is often used to list the responsibilities of the position. And since we cannot always list every possible responsibility or task we may assign somebody, this phrase makes for a nice “catch it all” responsibility.
Example for ISO 9001, API Q1 and API Q2:
Responsibilities for the Maintenance Mechanic includes but not limited to:
Conducting preventive maintenance as per established Preventive Maintenance program
Assisting with machine repairs
Ordering maintenance supplies
Other duties may apply
(The responsibilities are listed but there could be more.)
12. Is highly desirable
This is a weasel phrase used when describing education and skills in the job descriptions that you would want the candidate to have, but it won’t be showstoppers if they don’t.
Example for ISO 9001, API Q1 and API Q2:
Job Description for a Supply Chain Manager
Education:
Bachelor’s degree in Supply Chain, International Business or Finance
MBA is highly desirable
(If the candidate has an MBA, he will definitely stand out.)
13. A plus
Similar to the “Is highly desirable” weasel phrase, this phrase is also used when describing education and skills in the job descriptions. In this case it should be clear to candidates that if they possess this quality, they will be chosen over other candidates who don’t.
Example for ISO 9001, API Q1 and API Q2:
Job Description for a Sales Representative
Education:
Bachelor’s degree in Business Administration.
MBA a plus.
(If the candidate has an MBA, he will definitely stand out.)
14. Preferred
Just like the two weasel words above, this weasel word helps you describe those education and skills that you really preferred the candidate to have and it may be showstoppers if they don’t.
Example for ISO 9001 and API Q1:
Job Description for a Shipping and Receiving Foreman
Experience:
Experience in receiving, warehouse, packaging and shipping.
Experience in a distribution factory preferred.
(We prefer candidates with distribution experience, though we may consider others.)
So Should We Try to Weasel Out of Everything?
Those who know me, know that I truly live by the ISO principles and I practice what I preach. In fact, as the Management Representative at our firm, I’m the driver who assures we all adhere to our quality management system. So I’m not advocating trying to get out of doing anything. However, as a business owner and Consultant I have to be realistic, and the truth is the world is not round and we are not perfect. Furthermore, ensuring that your procedures provide firm guidance and some flexibility is essential for the adherence and sustainability to your own management system.
This article was published by Quality Digest on 06/18/2014.
