Preparing a Policy andProcedures ManualQuick ―How To‖ Overview
GoalsThe overall goal for any policy and procedure document is for the design to be simple, consistent, and easy to use.
Good Policies Policies are written in clear, concise, simple language. Policy statements address what is the rule rather than how to implement the rule. Policy statements are readily available and their authority is clear. Designated ―policy experts‖ are readily available to interpret policies and resolve problems. As a body, they represent a consistent, logical framework for company action.
Good Procedures Procedures are tied to policies. Procedures are developed with the customer/user in mind. There is a sense of ownership among procedure users. The procedures are understandable. When feasible, procedures should offer the user options.
Writing Style Concise, minimum verbiage. Factual– double-check accuracy! Don’t include information that may be quickly outdated (e.g., names). When using acronyms, spell them out the first time. Include step-by-step instructions for completing (paper or electronic) forms. Not too technical—simple enough to be understood by a new employee.
Components of a POLICYDocument Headline Banner Purpose of the Policy/Policy Statement Detailed Policy Statement Applicability Definitions Getting Help Policy Authority Related Policies/References for additional Information Implementation Procedures
Components of a PROCEDUREDocument Headline Banner Overview/Procedure Description Areas of responsibility Procedure Details References Help Page