As you write new policies and procedures or rewrite your old ones, it's important to understand the difference between the two.
Your policies are the high-level principles that set the tone for the entire organization. The procedures are how those policies are carried out. They also define the lower-level processes that shore up the policies. That is, if employee safety is one of your bedrock policies, and the organization expects complete adherence to your safety policies, the procedures establish how those policies will be followed, such as the wearing and disposal of PPE personal protective equipment , or the training requirements for handling hazardous materials.
This article will show you a few best practices for building a solid foundation in guiding your team toward success. We'll talk about how to prepare for writing your policies, how to write a policy and a procedure, and how to implement your shiny new policies and procedures.
Writing policies and procedures can be a long and involved process, and you'll spend almost as much time preparing as you will actually writing. Since these are the documents that affect how everyone works every day, you need to get it right. So here's how you can do that.
Before you start writing any new policy, you need buy-in from top leadership. If it's anything more than a simple departmental requirement e. After all, these policies will drive the culture of your office, there are also legal implications of these new policies. That means there will need to be several people involved in the final approval.
Consider why you're writing your new policies, and let that inform the actual writing process. Make sure the entire team, including management, understands and buys into the "why" early on. This will set the tone, content, and even the organization of your policy manual. Establishing a standard policy template makes each policy document clear and organized. It sets the standard for how all policies will be written and organized, so they are easy to understand and navigate.
Even if you create several new policies years later, the format will be easy to recreate because you set that standard now. This will also streamline the writing process and save a lot of time. You could always write all the policies in your word processor of choice, but then you have to share the document so everyone can mark up their own version, and then you've got several versions of the same document to wade through.
Or you could upload it to a cloud word processor, like Google Docs, which at least reduces the number of different versions you're juggling. Everyone can edit the same document and all the changes will be held in the same document. But you still need something that gives you version control and can map your policies to your accreditation and licensing requirements. So it pays to use online policy management software in order to write your new policies.
It makes everything visible and transparent, and you can even automate the approval process by your managers. Depending on the size of your organization, you'll need a team to help you write your policies and procedures. It also helps you get more buy-in from stakeholders around the organization. Plus, it ensures you don't forget important information. Since your policies will affect everyone across the organization, bring in people from different departments to help.
Tap into the subject matter experts in how a particular department or role functions. Include the people who understand and can help you adhere to any local, state, and federal laws that affect how everyone functions.
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