How to Write an Effective Method Statement: Essential Steps and Examples for Successful Tenders and Projects

What Is a Method Statement?

A method statement is a document that outlines how to carry out a specific task safely and efficiently. It's an essential tool for planning and communicating work procedures. It needs to ensure compliance with relevant laws and be reflective of how you deliver your service. Once developed it becomes a key tool for training, monitoring and quality, as well as evidence of your approach, which you may need to share with clients.

Definition and Purpose of a Method Statement

A method statement describes the steps needed to complete a job safely. It lists the risks involved and the safety measures to control them. The main purpose is to protect workers and others from harm.

Method statements help:

• Plan work in advance

• Identify potential hazards

• Set out safety precautions

• Explain the task to workers

• Meet legal health and safety requirements

They're often used with risk assessments. Together, these documents form a safe system of work. Good method statements can improve productivity and quality too.

Common Industries Where Method Statements Are Used

Method statements are widely used in high-risk industries. The construction sector relies on them heavily. Other fields that often need method statements include:

• Manufacturing

• Engineering

• Utilities

• Facilities management

• Event planning

In construction, you might need a method statement for tasks like demolition work. In manufacturing, it could be for operating machinery. Utility companies use them for repairs and installations. Any job with significant risks should have a method statement. This helps keep workers and the public safe.

The Difference Between a Method Statement and Standard Operating Procedure (SOP)

Typically, the main difference between a Standard Operating Procedure (SOP) and a Method Statement is their scope and purpose.

A SOP is a set of step-by-step instructions that outline how to perform a routine task consistently across an organisation. It ensures that tasks are carried out to the same standard, regardless of who performs them. While a Method Statement is a project-specific document that describes how a particular task will be carried out safely and efficiently, considering the unique risks and requirements of the project. It is commonly used in industries such as construction to demonstrate compliance with health and safety regulations.

SOPs are organisation-wide and focus on consistency, while Method Statements are project-specific and prioritise safety.

Why Are Method Statements Important for Tenders?

Method statements play a crucial role in the tendering process. They showcase your expertise, demonstrate your approach, and provide clients with confidence in your ability to deliver the project successfully.

Ensuring Compliance with Safety and Legal Standards

Method statements help you prove your commitment to safety and legal compliance. They outline how you'll meet health and safety requirements and adhere to relevant regulations. This is the minimum expectations for clients assessing your bid.

You'll need to detail specific safety measures for each task. Include information on personal protective equipment, training, and emergency procedures. Address potential hazards and explain how you'll mitigate risks.

Showing a thorough understanding of safety standards reassures clients that you prioritise worker and public safety. This can give you a competitive edge in the tender process.

Demonstrating Risk Management and Quality Control

Your method statement should highlight your risk management approach. Identify potential project risks and explain how you'll address them. This shows clients you've thought through potential issues.

Include your quality control processes. Describe how you'll maintain high standards throughout the project. Mention any relevant certifications or accreditations your company holds.

Explain your monitoring and reporting procedures. How will you track progress and ensure quality? By detailing these aspects, you demonstrate your commitment to delivering a high-quality project.

Providing a Detailed Plan for Project Execution

A comprehensive method statement outlines your step-by-step approach to completing the project. Break down the work into clear, manageable tasks. Explain the resources, equipment, and personnel required for each stage.

Include timelines and milestones to show how you'll meet project deadlines. Describe your communication strategy with clients and stakeholders. This helps clients visualise how you'll manage the project effectively and increases assurance.

Address any specific client requirements or project challenges. By providing a detailed execution plan, you instil confidence in your ability to deliver the project successfully and efficiently.

Key Components of a Method Statement

A method statement contains several common and important elements:

Title and Purpose of the Task

The title and purpose section sets the stage for the entire method statement. It clearly identifies the specific task or project being addressed. This part should include:

• Project name
• Site address
• Company details (name, logo, address)
• Start and end dates

The purpose outlines the main objectives and goals of the task. It explains why the work is necessary and what it aims to achieve. This helps workers understand the importance of their role in the overall project.

Scope of Work

The scope of work defines the boundaries of the task. It outlines:

• What is included in the work
• What is not included
• Any limitations or constraints

This section helps prevent misunderstandings and ensures all parties have a clear understanding of the work to be done. It may also mention any relevant standards or regulations that must be followed.

Step-by-Step Procedure for Completing the Task

This is the heart of the method statement. It breaks down the task into logical, manageable steps. Each step should be:

• Clear and concise
• In chronological order
• Detailed enough for workers to follow easily

Use bullet points or numbered lists to make the steps easy to read. Include any specific techniques or methods to be used. If certain steps require extra care or attention, highlight them.

Risk Assessment and Safety Measures

Safety is paramount in any project. This section identifies potential hazards and outlines measures to mitigate risks. It should include:

• A list of identified risks
• Control measures for each risk
• Emergency procedures
• Required personal protective equipment (PPE)

Be specific about safety protocols. For example, "Wear safety goggles when using power tools" is better than "Use appropriate PPE".

Resources and Equipment Required

List all the tools, materials, and equipment needed to complete the task. This might include:

• Hand tools
• Power tools
• Specialised equipment
• Materials and supplies
• Vehicles or machinery

Specify any certifications or inspections required for equipment use. Include details on proper storage and handling of materials.

Personnel Involved and their Responsibilities

This section outlines who will be involved in the task and what their roles are. Include:

• Job titles and names (if known)
• Required qualifications or certifications
• Specific responsibilities for each role
• Chain of command or reporting structure

Clearly defining roles helps prevent confusion and ensures everyone knows what's expected of them.

Monitoring, Review, and Quality Assurance

Explain how the work will be monitored and reviewed to ensure it meets the required standards. This section should cover:

• Quality control measures
• Inspection points during the process
• Final review procedures
• Documentation requirements

Include any specific quality standards that must be met. Outline the process for addressing and correcting any issues that arise during the work.

How to Write a Method Statement for a Tender

Within the context of a tender or ITT, you will likely have to supply relevant health and safety related method statements and risk assessments as evidence. However, 'method statements' is the also the common term used within procurement to describe quality tender questions.

When answering tender questions, a well-crafted method statement is crucial for winning tenders. It shows your understanding of the project, your approach, and your commitment to safety and quality.

Step-By-Step Guide to Writing a Method Statement

Start by identifying the specific task or project. Break it down into smaller, manageable steps. Create a clear outline of your process, from start to finish. Use simple language and avoid jargon.

Include the following elements:

1. Project details
2. Resources needed (staff, equipment, materials)
3. Timelines and milestones
4. Risk assessment
5. Safety measures
6. Quality control procedures

Use bullet points or numbered lists for clarity. Add diagrams or flowcharts to illustrate complex processes. Keep your writing concise and to the point.

Remember to proofread and edit your method statement. Ask a colleague to review it for clarity and completeness.

Tailoring the Method Statement to Meet Tender Requirements

Read the tender documents carefully. Note any specific requirements or criteria. Use evidence to support your claims and demonstrate your capability.

Align your method statement with the tender's objectives. Address each point in the tender specification. Show how your approach will meet or exceed their expectations.

Use the client's terminology where appropriate. This shows you understand their industry and needs. Highlight your unique selling points and how they benefit the client.

Be specific about how you'll deliver the project. Avoid vague statements or promises you can't keep. Back up your claims with examples of past successes or relevant certifications.

Highlighting Health and Safety Protocols

Safety is a top priority in any project. Describe the control measures you'll use to reduce risks. Include details on:

• Personal protective equipment (PPE)
• Staff training and qualifications
• Emergency procedures
• Site safety rules
• Risk assessments for specific tasks

Explain how you'll comply with relevant health and safety regulations. Show that you've thought through potential hazards and have plans to mitigate them.

Include information on your company's safety record and any relevant accreditations. This builds trust and shows your commitment to workplace safety.

Addressing Specific Client Needs and Expectations

Tailor your method statement to the client's unique requirements. Show that you've done your research and understand their business.

Explain how your approach will:

• Meet project deadlines
• Ensure quality standards
• Minimise disruption to their operations
• Provide value for money

Be clear about how you'll communicate with the client throughout the project. Outline your reporting procedures and how you'll handle any issues that arise.

If the client has specific concerns, address them directly in your method statement. This shows you're attentive to their needs and proactive in finding solutions.

Method Statement Templates and Best Practices

Templates and best practices can streamline the process of creating effective method statements. They help ensure you include all crucial elements while avoiding common mistakes.

Using Method Statement Templates to Save Time

Method statement templates provide a structured framework for organising key information. They typically include sections for:

• Project details
• Task description
• Required resources
• Step-by-step procedures
• Risk assessments
• Safety measures

Using templates can significantly reduce the time needed to create a method statement. They ensure you don't overlook important details and maintain consistency across projects.

To get started, choose a template that aligns with your industry and project type. Customise it to fit your specific needs, adding or removing sections as necessary.

Common Pitfalls to Avoid When Writing Method Statements

When crafting method statements, be aware of these common mistakes:

• Vague or unclear language
• Insufficient detail in procedures
• Overlooking potential risks
• Failing to update for project changes
• Neglecting to include all relevant stakeholders

To avoid these pitfalls, use clear, concise language and provide specific details for each step. Regularly review and update your method statements as the project progresses.

Involve team members and subject matter experts in the creation process. Their input can help identify potential issues and ensure all aspects of the task are covered.

How to Customise a Template for Your Project or Tender

To tailor a template to your specific needs:

1. Review the template thoroughly
2. Identify sections that need modification
3. Add project-specific details and requirements
4. Remove irrelevant sections
5. Incorporate company branding and style

Adapt the risk assessment section to address the unique hazards of your project. Be thorough in outlining safety measures and emergency procedures.

Remember to keep your customised template flexible. You may need to adjust it further as you use it for different projects or tenders.

Generic Method Statement Template

Common Tender Method Statements: Template and Structure

The following table provides a structured guide for completing a tender method statement, including sections for answering method statement questions, indicating word count, and adding relevant evidence. This template can help you provide clear, structured answers while ensuring you meet the tender requirements and address social value elements.

How to Use This Template

• Tailor your bid answers to the specific tender requirements, ensuring all sections are aligned with the expectations outlined in the bid documents.
• Provide evidence wherever possible, demonstrating past performance, certifications, and commitments to both quality and social value.
• Consider social value not only as a separate section but as part of your overall project approach, showing how your company benefits the local economy, community, and environment.

This template ensures that each key area of the tender method statement is addressed clearly and concisely, helping your bid stand out while complying with the tender's requirements.