Getting Started in Policies and Procedures: Lessons Learned
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So you have been asked to help devise and maintain policy and procedure (P&P) documentation - congratulations! Your technical communicator superpowers will make you a super asset in this field. In this presentation, I share six things I learned when getting started in P&P. Presented during Policies and Procedures SIG Progression, 2015 STC Summit, 23 June 2015
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Getting Started in Policies and Procedures: Lessons Learned
- 1. Policies & Procedures SIG Progression Series, 23 June 2015 Jamye Sagan H-E-B Pharmacy
- 2. 1. Learn the Lingo 2. Use Document Template 3. Make Friends with SharePoint 4. Spread the Word 5. Review, Review, Review! 6. Learn from Others
- 3. Policy = what (and why) Procedure = how (and who, when, and where as well) Standard definitions: ◦ Facilitate authoring & editing ◦ Lend consistency & authority
- 4. Helps in locating info more easily Adds credibility and authority to document Makes document easier to read Easier to document such information as: ◦ Revision dates ◦ Approvals ◦ What was changed
- 5. Create separate document library Enable Versioning Use major and minor (draft) versions Require checkout of documents before editing Designate permission levels Set up categories/sub- categories columns Use version comments to document what was revised
- 6. Return to #3
- 7. Return to #3
- 8. Return to #3
- 9. Return to #3
- 10. Return to #3
- 11. Training and Communication ◦ Examples include: Email, memo, conference call, webinar, job aid, eLearning module, ILT ◦ Use existing channels when possible Which options are best? Consider: ◦ Timeframe ◦ Complexity of new process ◦ Budget ◦ Regulatory issues
- 12. Establish regular review sessions with stakeholders and tech comm Example: Display “date last modified” in SharePoint
- 13. Engage with other professionals! ◦ P&P SIG ◦ LinkedIn groups ◦ P&P Peers at work Stephen Page P&P book series You are not alone!
- 14. Policies & Procedures SIG ◦ http://www.stc-pp.org/ Stephen Page P&P series ◦ Achieving 100% Compliance of Policies & Procedures (Process Improvement Publishing), 2000. ◦ Best Practices in Policies and Procedures (Process Improvement Publishing), 2000. ◦ Establishing a System of Policies and Procedures (Process Improvement Publishing), 2002.
- 15. Email ◦ jamye.sagan@gmail.com ◦ sagan.jamye@heb.com Twitter: @gimli_the_kitty