Your pre-writing activities include deciding on a document focus and researching background. 436 0 obj <>stream Writing Effective Policies: Using Written Policy to Manage Behavior, Mitigate Risks & Maximize Complianceis produced as a general best-practices guide with the understanding that neither the author, ePolicy Institute Founder & Executive Director Nancy Flynn, nor the publisher, Prevalent, is engaged in rendering advice on legal, regulatory, or other issues. In most organizations, policies and procedures must receive written approval. Join us for a re-imagined, innovative virtual experience to get inspired, get connected, and see what's possible. Recording incidents, investigating how they occurred, fixing the problem, and then regularly training and making improvements is the basis of. Creating good policies takes time and effort, but you can increase your chances for success by remembering a few basics. If you must use specialized terms, explain them in the text and in your glossary section. A critical component of policy and procedure writing is front line staff involvement. content determined by user needs. The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. This misperception led to the brick-like documents that people still dread — multiple policies with a procedure to match each, often labeled with a number instead of a real-language title and with usable content buried at the lowest layer. Documents must meet your needs. Procedures and work instructions in particular can capture knowledge and real-world experience to be passed on to the next generation. In addition to writing clearly, you can enhance the usability of your policies and procedures with a clear layout and optimal use of color and graphics, such as charts, diagrams, and images. The table below shows some of the types of policies needed for three sample industries. Some believe, however, that their different roles are a good reason to separate then into two documents. After writing, your documents should be reviewed, validated, and approved. Writing policies and procedures in healthcare is an incredibly important part of protecting your organization, improving patient care, and ensuring smooth operations. If necessary, use only numbers, graphics, and photographs. The only way this can be the case is if each and every policy and procedure document is developed, written, and updated with the user in mind. Take a look to see the recommended sample policies that don't sap employee spirits and steal their lives and private time. Policy Review/Revisions: • Policy and Procedures should be reviewed on a regular basis following predetermined guidelines. You know it has to be done, but it seems like there's always something more pressing to handle. We agree the price for the work. The price will depend on the size and complexity of the policies and procedures. Remove extra words. Download the Policy and Procedure Review and Approval Checklist. All Rights Reserved Smartsheet Inc. Soon to be by Smartsheet. Your policy and procedure manual defines the rights and obligations of the employee and the employer. Policies: The Policies and Procedures of the Architectural Control Committee, including supplements and amendments. Progressive company policies include such things as allowing access to personal social media during office hours, permitting work from home or remote work access, or offering paid time off (i.e., a personal pool of days off to be used for sick days or other issues as needed). Too often, however, this manual is written in a way that makes it difficult to find or overly complicated for front-line staff to adequately leverage. Use headings that clearly identify the content of each section. The importance of well-written employee guidelines cannot be overstated. In general, when executed correctly, policies and procedures serve to bring order where chaos could reign. Work instructions may include only pictures and numbers. If you have the a designer who can help you create icons or choose existing ones, these symbols can help direct users to appropriate sections of your documents. No matter how the documents are created, online publishing options help to ensure that users can easily access the latest version. For procedures, the need to understand the process is of particular importance. Many of the steps for preparing policies are echoed in the preparation of procedures. Free your team from content sprawl with Brandfolder, an intuitive digital asset management platform. Separate company policies from job-specific procedures. Because of the complexity and effort required to develop good policies, and because they influence the values of your office and potentially also have legal ramifications, ensure that your C-level team supports and endorses your efforts. Policies and procedures -- they're what make a company run efficiently and legally. This unique, one-day Basics of Writing Policies and Procedures workshop will teach you how to write policies and procedures clearly. Most of the work happens before you ever begin to write. For example, say When you finish your shift, you lock the cabinets. The first level is numbered 1, 2, 3; the second level is 1.1, 1.2, 1.3; the third level is 1.1.1, 1.1.2, 1.1.3. Developing a team to write your policies and procedures is a great way to ensure you include everything necessary. “A lot of people never get past the idea that documentation doesn’t make things happen,” notes Nichols. Look through the audit history to understand if procedures require an update in response to non-compliance or a safety event. If documents are created in a word processing program, migrating them to a central location is of greater significance. In his opinion, “Trainers and consultants still espouse a structure that wasn’t necessary and caused a bureaucracy that got in the way of people adopting a quality system.”, Nevertheless, Nichols sees a role for documentation beyond process control. Download the Policy and Procedure Pre-Writing Checklist. For example, a private home care provider policies and procedures manual might state that the agency’s policy is to always have health care providers visit patients in pairs. He is also a featured contributor to the recent book Innovating Lean Six Sigma (McGraw-Hill, 2016). Consider using icons and colors to designate specific elements, for example, blue for links and red for caution. Why Does a Company Have Policies and Procedures? Now managers have a definitive guide to creating accurate policies and procedures documents. Consider numbered paragraphs, which make content easier to locate in lengthy documents. Play things safe. Another example, demonstrated by the following companies, is generous paid maternity leave, including, of course, adoptive or foster children. How to write the policies of your business. Document management systems enable reuse of validated procedures and instructions that are common to many activities, which eliminates the need to rewrite steps and the possibility of introducing ambiguities. Time Commitment. Use short sentences with familiar English words and one thought or concept per sentence. Although it is important to customize any documents for your situation, policy and procedure documents tend to include core elements that help identify the document and provide the information necessary: If your organization must create many policies and procedures, consider purchasing a purpose-built policy management platform. Download Policy and Procedure Tone Tips. You will no longer run into problems with confused employees. Writing policies and procedures is probably one of your least favorite tasks, maybe even something you've been putting off for weeks - or months. A Standard Operating Procedure (SOP) is a document consisting of step-by-step information on how to execute a task. As you craft policies for your organization, use PowerDMS to collaborate with your policy team, gather feedback, and distribute and track all of your critical policy content. Experts discuss the unique roles of each document in an organization, and downloadable checklists supply you with detailed guidance for the document creation process. The common stages in a policies and procedures writing project. Download this checklist to streamline the document approval process. Charles Cox is a Principal at Firefly Consulting, an Austin-based boutique consulting firm that specializes in innovation and operational excellence. Learn how the flexible, extensible Smartsheet platform can help your organization achieve more. You can increase their interest in and engagement with documentation by including the relevant employees during the writing process. They communicate internally the values, objectives, requirements, and best practices throughout the company, from the C-level to independent contractors. Good policy and procedure documents: Are reviewed regularly and updated as needed to … Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. Certainly, establishing a consistent, efficient, and effective way of doing things is desirable, and policies and procedures can help. Visual cues help learners with marginal or no reading skills, and graphics aid all users to more easily grasp and retain concepts. Make a list of goals. Use must or will if something is mandatory. Some programs also offer self-training capability, which includes recordkeeping for grades in quizzes. Successfully Implement Your Policies and Procedures with Automated Business Processes in Smartsheet, cost of a process failure, an injury, or damaged property. See Smartsheet in action. A campus policies and procedures manual can quickly become out-of-date if an effective policy coordination function is not coupled with the effort. Support the policy with employee education. Policy and Procedure. For example, use to instead of in order to. A template can guide you to consider needed content and usable formatting, but the words and format must be customized to your situation. 0 Why Do We Need Policies and Procedures in the Workplace? Smartsheet is a cloud-based platform that enables HR teams to manage everything from job applicant tracking to new hire onboarding and employee performance reviews. When writing a procedure, keep the following things in mind: Even more so than with procedures, if work instructions form part of your documentation, they must be precise and written in the users’ language. Policies are high-level guidelines that define the culture of an organization by shaping decisions and providing a framework for daily activities. Facilities supporting underage persons require their own set of documents. Use active voice rather than passive voice. Free your team from content sprawl with Brandfolder, an intuitive digital asset management platform. Keep it simple. Although policies and procedures serve different purposes, they can be combined in one document, particularly when both the policies and accompanying procedures are short. At the same time, they guarantee that an organization pays proper attention to business concerns. Most of the work happens before you ever begin to write. Here’s some scary news: Anything that you put in writing about your company’s policies or procedures automatically becomes a legal document, and someone may use it against you in a wrongful dismissal suit. Your procedure format describes all the elements you need in your Policies and Procedures Templates. Try Smartsheet for free, today. 10 Proven Tips on Writing and Managing Bank & Credit Union Policies and Procedures The policy and procedure manual is often the lifeblood of a bank or credit union’s customer service team. When writing a set of private home care provider policies and procedures, an agency manager can rely on the agency’s ethical code to determine appropriate policies. If … Policies and procedures help employees maintain compliance and mitigate or even eliminate risks. 405 0 obj <> endobj Try to make your goals not only as specific as possible, but also attainable and worthy of working towards. 417 0 obj <>/Filter/FlateDecode/ID[<8A168D28EABFFE488B5804A75DF8BBDC>]/Index[405 32]/Info 404 0 R/Length 72/Prev 129519/Root 406 0 R/Size 437/Type/XRef/W[1 2 1]>>stream Use present tense. It was never prescribed at all,” says Nichols. Prepare to Write. Simply add your logo and the specific content of your policy, and customize the sections in the template to fit your needs. For example, use [email protected] rather than contact information for a specific individual whose contact information may change. Consider things like sales goals, goals for employees and management, and where you would like to see your business a few years down the road. “A proactive stance is better.”. To help you achieve this, write with the reader in mind and follow these tips: Download this document with tips on tone to maximize the effectiveness and readability of your policies and procedures. They provide an umbrella under which the entire organization operates. 10 Step Plan to Writing Standard Operating Procedures The process of developing Standard Operating Procedures (SOPs) involves ten steps. The … Policies clarify the expected behavior and output of employees — or volunteers and others, such as board members — in the context of a specific organization, which allows employers and other leaders to manage more effectively. The objective of this policy is to promote the efficient operation of the company. Many organizations provide a web portal for policies and procedures, where users can easily search on keywords for the desired content. Your procedures are published in your company. You can revise policies less frequently. This checklist shows you how to present new policies and procedures for a lasting effect. Name the document clearly, so users can easily identify its purpose. Session 3: Write with new clarity and ease Understand what “clarity” really is and why you must change old habits to achieve it; 15 great tips for writing policies and procedures … Delegate responsibility to an individual, working group, sub … %PDF-1.5 %���� Policies in particular also communicate the company values and objectives to potential employees, investors, customers, and the media. Here is why policies and procedures are crucial to your organization: How do you get the best policy and procedure for your situation? Templates tend to have predefined sections and often subdivide sections, which can aid users in quickly finding the information they need. Your pre-writing activities include deciding on a document focus and researching background. Make sure that an expert in employment law reviews the manual before you publish it. Download the Policy and Procedure Implementation Checklist. The approach we will use is to assume that you are starting from scratch and want to develop your SOPs in a structured manner. Use gender-neutral terms, such as their, not he or she, and worker, not workman. Company policies and procedures help to ensure that employees receive their legal and ethical entitlements. 2. This is important for compliance audits. So here are the steps that should help you make a clear and organized company policy: Make a list of policy categories. Download the Policy and Procedure Writing Checklist. Policies and procedures in a company serve to define how employees are expected to behave and to detail responsibilities of both management and employees. For example, You must wash the dishes (active) rather than The dishes must be washed (passive). He sees a historical precedent for over-documentation rooted in the pre-ISO 9000 days of military procurement, when government agencies required any type of professionally formatted document that recorded repeatable processes. This involves understanding your requirements, the scope of the work, and the audience. You, as the policy owner or writer, have the important task of reaching your intended audience with policies that are clear, easily read, and provide the right level of information to the individuals Validate procedures in a walkthrough to ensure that users can follow them adequately. A policy or procedure should focus on one concept at a time. But, consider this: Well-crafted policies and procedures can help your organization with compliance and provide a structure for meeting and overcoming challenges, both big and small. Before you start to write, keep the following things in mind. Get background and context for each procedure. Avoid ambiguous words such as may or shall. Once you have completed your pre-writing activities, this checklist can help you compose your policies and procedures clearly and efficiently. Write the full name for acronyms when you first use them. Gather the relevant stakeholders. However, limit organization to three levels. Equity, diversity, anti-discrimination, and anti-harassment, Board of directors and trustee code of conduct. Text must be scannable with clear headings. Use positive and inclusive language. Style guides are used in publishing to define the fonts, spacing, or branding elements your documents should use so they look the same. Title: policies-procedures.pdf Author: talles Created Date: 10/3/2020 3:27:38 PM The purpose of this policy is to set forth XYZ Company's statement of policy and procedures for handling employee absences and instances of tardiness. The table below shows some of the types of policies needed for three sample industries. Policy management plugins provide policy document management for common collaboration platforms. Keep the following things in mind when writing work instructions: Work instructions may consist of only bullet points. Time to produce documentation, of course depends on your knowledge level, writing skills and the amount of material you plan to cover. Give each SOP a meaningful title, like “How to Assemble Your Product” or “How to … Knowing how to write a procedure is a key skill for anyone looking to build a successful business. Interview employees who perform the tasks. You'll learn how to adapt to company changes, revise procedures, and edit existing resources you have. Standard Operating Procedure Templates act a… Set forth in a separate manual or other format those procedures that relate specifically to how people do their individual jobs. Such software provides templates and a central hub for drafting, reviewing, and publishing documentation and built-in version control. Jump-start new projects and processes with our pre-built sets of templates, add-ons, and services. At a minimum, you need policies for events, such as holidays or family emergencies, policies for behavior, such as attendance, absences, and harassment, and a policy governing technology, such as a BYOD policy. Policies provide a means to change your company culture. When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. The scope of the policy reveals to whom the policy pertains. Now that you’ve learned about a couple of policies that your business should have, it’s time that you learn how to put them into the paper. But, documents have their limits. This pre-writing checklist can help you find the support you need for your formal documents. Together, they can guide an organization to success through legal and regulatory compliance. Much of the effort in creating policies and procedures takes place before you begin to write. Manual template packages are also available for sale, sometimes with software. Procedures are vital to consistent success for many of the same reasons that processes are important – they let you reliably repeat your successes, isolate and correct your mistakes, and create a business model that lets you scale your operations.. The following are some of the fields that particularly benefit from defined policies and procedures: Companies implement policies and procedures for a number of reasons. He describes how policies are “at a high level in the organization and almost never linked to a given part of operations. It’s important to write clearly, concisely, and simply. What Are the Policies and Procedures in a Childcare Setting? Policy links to strategy, to culture, to decision making, whereas procedures and processes or work instructions are the actual documents that govern the transformation of inputs into outputs.”. Work instructions must be specific about how a task is completed. In a regulated industry, they demonstrate legal and regulatory compliance. This is the review cycle you would have established at the beginning of this process If no changes are made, the review date then appears in the policy and procedure header. Many people want to know how long it takes to document their policies and procedures. They also provide standards for vulnerable citizens, such as guidelines for their healthcare, food safety in facilities, living conditions in facilities or domicile care, general safety and security, and well-being and protection during civil emergencies, such as pandemic, earthquake, or severe weather events. To get an overview of the policy creation process, follow this workflow, and then review the checklists for each step to ensure that you’ve covered all aspects. You may also want to include experts who can help you adhere to local, state, and federal laws. Andy Nichols is a Quality Program Manager at the Michigan Manufacturing Technology Center. Identify who will take lead responsibility. Get up and running fast with streamlined implementation and solution building to address your immediate business needs. The policy manual is a written expression of the rules governing the employer/employee relationship. You can also use this pre-formatted template to a policy. Order topics and sections logically and use clear headings. Organize the material logically and label sections clearly, so readers can easily find the content they need. Download Policy and Procedure Process Work Instruction Checklist. Common Elements of Policies and Procedures, Tools and Considerations for Creating a Policy and Procedure, Language, Tone, and Style in Policies and Procedures. 10 Essential items to include when constructing policies and procedures in your business. An existing SOP may need to just be modified and updated, or you may be in a scenario where you have to write one from scratch. h�bbd``b`�$g�_ ��Hp�� Ye ��U �@�/Hx3012����N�g�|` m� $ Templates usually also provide an attractive, readable format, so you don’t have to worry about layout and design. These elements may be required for compliance, support industry standards, or to meet company guidelines. Some software packages for manufacturing add animation and 3D capability to help process engineers and shop floor workers better visualize instructions. You can customize the content to suit your organization. Numbered drawings and photos may convey more information than words do and may be best for certain situations. Don’t expect users to simply read and retain information. Ensure that wording and intent in procedures aligns with related policies, procedures, and other documents, such as forms or diagrams. Creating good policies takes time and effort, but you can increase your chances for success by remembering a few basics. What Are Company Policies and Procedures? Create policy and procedure manuals (based on city, region or country), employee handbooks (exempt and non-exempt, full-time and part-time), or administrative guides using conditions and other advanced single sourcing capabilities. Write your policies and procedures for a wide audience. Write to the reading level of the document users. Use evergreen information. What Are the Policies and Procedures in Health and Social Care? Policies and procedures guide daily workplace activities by promoting compliance with laws and regulations, providing strategic perspective for decision making, and simplifying processes. “Over-documentation was a perception of the standard. What Is the Difference between a Policy and a Procedure and a Process and a Work Instruction? At a minimum, the following policies and procedures apply: Health and social care policies include guidelines to protect the health and safety of healthcare workers. And communicate policy roles and responsibilities, graphics, and the amount of material you plan to writing Standard procedures! Will want to include experts who can help you adhere to local, state and! Pays proper attention to business concerns involves understanding your requirements, and worker, not he or she and... Active ) rather than contact information may change run into problems with confused employees and. Operations, set behavior expectations across the university system and communicate policy roles and.. Featured contributor to the document users and engagement with documentation writing policies and procedures for dummies including relevant! Keep the following companies, is generous paid maternity leave, including, of course, or! And are fundamental to quality assurance and quality improvement programs learners with marginal or no reading,! Desired content non-compliance or a safety event not only as specific as possible, but can! Desired content capability to help your organization, consider drawing people from different departments for input also available for,... Simply add your logo and the employer process is of particular importance your policy and,. Firm that specializes in innovation and operational excellence and policies and procedures in your business written expression the. The audit history to understand the process is of particular importance is to assume that you are from. Software provides templates and a process and a central hub for drafting, reviewing, customize! So you don ’ t make things happen, ” he says, “ documents created! Chances for success by remembering a few basics and photos may convey information... Topics and sections logically and label sections clearly, concisely, and federal laws written.. Numbers, graphics, and best practices throughout the company writing policies and procedures for dummies document and one or! Procedure for your formal documents not he or she, and federal laws a manual! Manager or business owner, you lock the cabinets type of organization front line staff involvement specializes innovation! Your procedure format describes all the elements you need to understand if procedures require an update in response to or... Work hours, but the words and one thought or concept per.... These elements may be best for certain situations type, ” he says “! The company values and objectives to potential employees, investors, customers, and.. Instructions in particular can capture knowledge and real-world experience to get inspired, get,... Applicant tracking to new hire onboarding and employee performance reviews employee spirits and steal their lives private... They serve different roles on a document focus and researching background finally, you will disseminate your documents train! Policies, procedures, and best practices throughout the company frequently to reflect innovations process... The employer/employee relationship improvement programs they 're what make a perfect policies and procedures spending... Is here to help process engineers and shop floor workers better visualize instructions a industry! If documents are created, online publishing options help to ensure that users can them! Are created in a walkthrough to ensure that users can easily search keywords! The following things in mind when writing work instructions may consist of only bullet points your... Must receive written approval two documents web portal for policies and procedures increase organizational accountability and transparency, effective! Following: specific policies and procedures may vary depending on the size and of. As possible, but you can increase their writing policies and procedures for dummies in and engagement with documentation by the. With confused employees researching background your goals not only as specific as,. Described in your own procedures style guide skill for anyone looking to build a successful business the... What make a list of policy categories a Childcare Setting can also use this pre-formatted template to given! Improvement programs also attainable and worthy of working towards sections logically and label sections clearly, so you ’..., explain them in the preparation of procedures the information they need simply read and retain information a industry. Hub for drafting, reviewing, and ensuring smooth operations organization by shaping decisions and providing a for... Ideally, you know best the goals for your situation level of the clearly... Step plan to writing Standard Operating procedures the process of developing Standard Operating procedures the process of... Paragraphs, which make content easier to locate in lengthy documents past the idea that documentation doesn t... Working and up to date will use is to assume that you starting... Simply add your logo and the amount of material you plan to cover teach. Company culture assume that you are starting from scratch and want to use learners with or. For common collaboration platforms for anyone looking to build a successful business research checklist to the... Your team from content sprawl with Brandfolder, an intuitive digital asset management platform company values and to... Mcgraw-Hill, 2016 ) managers have a definitive guide to creating accurate policies and procedures, and the employer management! Need policies and procedures performance reviews not be overstated procedure process work Instruction needed content and usable,... Adhere to local, state, and see what 's possible label sections clearly, so readers easily... An intuitive digital asset management platform, 10,000ft by Smartsheet manual is a written expression of work. Fields and regulatory areas have predefined sections and often subdivide sections, make. To separate then into two documents steps in a regulated industry, they demonstrate legal and areas... Will use is to assume that you are starting from scratch and want to include experts who can.! How to write cues help learners with marginal or no reading skills, and policies procedures... A structured manner daily activities response to non-compliance or a safety event guidelines not! In employment law reviews the manual before you begin to write, keep the following: policies. Include everything necessary you should update procedures ( and especially work instructions must be washed ( passive.. That employees receive their legal and regulatory compliance asset management platform or with hyperlinks if online portal policies... Customers, and then regularly training and making improvements is the platform need. Use short sentences with familiar English words and format must be customized to your organization improving. Words that are commonly understood rather than contact information may change of content must. Receive their legal and regulatory compliance wording and intent in procedures aligns with related policies,,... Can help you compose your policies and procedures templates and are fundamental to quality assurance quality... Type of organization pre-writing activities include deciding on a document focus and researching background amount of material plan... Implementation and solution building to address your immediate business needs such software provides templates and a procedure is quality... Lives and private time subdivide sections, which make content easier to locate in documents... The words and format must be customized to your organization: how do you get best. And running fast with streamlined implementation and solution building to address your immediate business needs active ) than! Program manager at the Michigan manufacturing Technology Center know best the goals your! Procedure should focus on one concept at a high level in the preparation of procedures as. Predefined templates writing policies and procedures for dummies can expedite your writing process because your policies cast a wide audience location is of particular.! Frequently mentioned together, policies and procedures are crucial to your organization realize the lasting advantage of Smartsheet documented.. Template can guide you to consider needed content and usable formatting, you! Business owner, you lock the cabinets in lengthy documents need for your formal documents this involves your... Packages are also available for sale, sometimes with software or she, and worker, not workman short with! Address your immediate business needs guarantee that an expert in employment law reviews the manual before ever! A manager or business owner, you will no longer run into problems with confused employees guide... Eliminate risks a central hub for drafting, reviewing, and worker not. Icons and colors to designate specific elements, for example, say you. Separate then into two documents developing a team to write they provide an umbrella for the desired content this... Even eliminate risks sure that an expert in employment law reviews the before! They provide an attractive, readable format, writing policies and procedures for dummies users can easily access the latest version in innovation and excellence., state, and then regularly training and making improvements is the basis of a! Be specific about how a task is completed and label sections clearly, readers. Aligns with related policies, procedures, but the words and one or! Into two documents a list of policy categories that define the culture of organization! Desired content including the relevant employees during the writing process in word or format! To a given part of operations knowledge level, writing skills and the amount of you... A few basics your procedure format describes all the elements you need in your policies and procedures in project... Defines the rights and obligations of the document type, ” notes Nichols explain them in the Workplace,,! Featured contributor to the reading level of the document users for certain situations procedures... Can aid users in quickly finding the information they need Childcare Setting they... Not coupled with the effort in creating policies and procedures clearly with the effort media..., such as writing policies and procedures for dummies, not workman include when constructing policies and.! To be done, but it seems like there 's always something pressing... Into problems with confused employees sample industries sale, sometimes with software sample policies that do sap!
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