Policies and Procedures: Making Them Work

WORKSHOP DESCRIPTION

Every organization needs policies and procedures in order to operate efficiently, to avoid employee confusion, and to adhere to legal and regulatory guidelines. But writing these documents — and getting employees to actually pay attention to them — can be a challenge.

This workshop provides participants with what they have to know and to consider before writing a policy or procedure. We’ll look at what the courts expect, how policies differ from procedures, essential information for headers and footers, format options, success checkers, and writing style.

WHO SHOULD ATTEND:

• All those who wish to update their current skill levels in manual writing.
• Anyone who wishes to learn to write effective policies & procedures documents

PARTICIPANTS WILL LEARN TO:

• Plan the manuals preparation process
• Identify the appropriate contents for the manual and organize it in an appropriate manner
• Write clear, concise policies and procedures
• Establish a program for keeping your documents up to date

COURSE OUTLINE

Determining the Types of Manuals Your Organization Needs

• Differentiating between the various types of manuals
• Identifying primary and secondary users
• Evaluating alternatives for managing a system of interrelated manuals
• Deciding when to update an existing manual or when to create a new one

Planning the Process

• Identifying all the tasks necessary to prepare or update a manual
• Evaluating alternative approaches for writing the manual
• Developing a realistic project timetable

Deciding What Information to Include

• Determining the needs of the users
• Identifying key activities
• Establishing clear accountability for managing key activities
• Evaluating risks, consequences and impacts of activities

Preparing Policies & Procedures that Get Results

• Understanding the differences between policies and procedures
• Determining the appropriate level of detail to include
• Using “playscript” to simplify complex procedures
• Clarifying “if-then” situations through action-condition logic

Writing Clearly & Concisely

• Applying the 7 rules for clarity
• Choosing appropriate words & phrases
• Using parallel structure to convey ideas
• Understanding voice: active or passive voice
• Simplifying actions with well-written numbered/bulleted lists
• Making the manual an attractive reference tool

Using Visual Aids

• Using flowcharts to outline and illustrate complex procedures
• Communicating alternative policy or procedure options though decision tables
• Including forms and other illustrations in manuals

METHODS TO BE USED

This workshop involves discussions and group and individual exercises. Ideally, participants should bring an outline of a policy they would like to work on to the session.

If the client has a preferred template, the facilitator will build the workshop around it.