A good policy and procedure document should be written in simple and straightforward language that any employee, even a new hire, can understand. The procedure document should be well-laid out and indicate how the steps in the policy document should be delivered. That said, a procedure document must be written in a style that stirs usability. As such, it must be action-oriented, grammatically correct, and consistent. A good procedure must have the following:. There are main steps to walk through when developing the document.
Before delving into writing a policy and procedure document, here are some things you have to do:. You must discuss it first with those carrying it out.
It becomes easier for employees to follow a procedure when they see that their contribution is being acknowledged in the final document. During your discourse with users, ensure that you clearly understand how the procedure is currently done and how the users think it should be better done.
If the procedure transcends between departments, make sure that everyone is in that discussion. And to avoid the users nudging you, sketch out the procedure based on your understanding before meeting with the users. This process will shape your understanding through flipped learning. Before you begin writing, ensure that you picture your understanding of the users and leverage that to write for them.
Start with an interesting introduction that will likely keep the users reading. Know the gap you want to fill by creating the procedure. Answer the question as appropriate and remember to include tools, passwords, keycodes, technology, physical items such as pen, paper, and anything else that might be required.
Combine your knowledge, experience in the field, and the notes you took from your meeting with the users, then explain each process in a list. Break complex procedures into simple tasks where each item stands as a single detailed and clear instruction.
Adding other types of media to your procedure will let you explain the concept properly and keep the readers glued to the content. So instead of writing pages full of texts, you can put a page of text into a second multimedia format that paints the situation rather than texts.
Adding supporting documents, such as videos, images, audio notes, or forms that need to be completed, will make the content sticky to the readers, and they will follow each procedure to the letter.
For those knowledge-thirsty users who always want to do a deep dive, consider including links to relevant resources to improve their skills. Check that the procedure solves the problem you created it for. Look through it to make sure everything is correct. This will help you save time as it will be less likely that anyone will spot errors. Testing your procedure in a controlled environment does two things. First, it helps you check that, once more, all the steps are correctly captured.
Second, it points out whether the procedure needs some rework instead of forcing people to adopt it. Using all the key performance indices, examine the inputs, outputs, and goals, then ensure that the right mix will produce the required success. After your test, you should know if your procedure needs improvement or not.
Whichever way, ensure that you do whatever is necessary and test again before you deploy the procedure. Ensure that all the users stick to the procedure, and every challenge is carefully worked on as they surface.
With constant use and adaptation, practice makes perfect. Make sure that the policy and procedure number and page number appear on all subsequent pages; the footer of each page should repeat the issuing date and the policy. You should also let your policy and procedure have a title to avoid mix-up. From the introduction, every user should know what the policy will do. There should be a concise statement that explains the purpose of the policy.
Mention who the policy and procedure apply to and the consequences for non-compliance, if applicable. The policy and procedure document should have a help contact that anyone can reach should they need help to understand the policy and procedure document. This is the highest body authorizing the policy and procedure. You could possibly include the date for the next required review date.
By giving these resources, you have identified with the curious users to learn more. Aside from crafting the policy and procedure document to communicate your vision carefully and explicitly, a good policy and procedure template must:. Every defined step in the policy and procedure template should exist for the sole purpose of achieving the aim. Your policy and procedure must be made available and accessible to the users and those who have the authority. It could be kept in the filing cabinet, binder, or online.
As you upgrade your machine or any other part of your working process, it is important to update your policy and procedure document so that it stays current at all times. That means you should create your policy and procedure document with the flexibility to accommodate new and emerging decisions.
A good policy and procedure document must also be actionable. It should represent a consistent and logical framework to implement a particular task. It should be easily adaptable and useful for the targeted user. Instead, use the position. Use words that the document user will understand but ensure that you maintain compliance with the law.
They are different types of documents that work together to guide your employee on their responsibilities. Different organizations can benefit from a policy and procedure template irrespective of what the company does, the size, and worth.
A policy and procedure document always guides the work process and ensures quality delivery. For example, a software developer will use the test procedure template to test, debug, and implement a software solution.
A teacher, on the other hand, will use the procedure template to help students understand how a chemical concept in Chemistry or Physics works. Another good example is the loan borrowing process. It has policies and procedures that are entirely different from those of software testing.
It all comes down to the fact that how you use the template depends on your environment. Test Procedure Word Template infarmed. By using test methods, developers can identify the effectiveness of a software solution as well as identify and fix bugs. Safe Work Procedure Template education. Yes, you can use a credit card to purchase our products.
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Skip to content Can you really afford to have no Policy and Procedure Manual in your business? Easy, Quick, Efficient….. Customize in Minutes with Red Highlights To assist you in customizing our Master Templates quickly and easily, all items that need customizing are highlighted in red. Find, Select and Replace Customize in Minutes. Is this complicated Software or Subscriptions? Consider the following structural tips for your policies and procedures:. Your company may publish policy and procedure templates on the company website, which can help reduce the need to consider design and formatting, and provide hints about content to include.
Certain standards and fields also publish templates online. Your organization may also specify references to keep tone and language accessible and inclusive as well as clear, correct, and concise. For legal questions, you can include a contact email with the policy and procedure templates you post online. Depending on your industry, certain content may be mandatory in policies and procedures.
However, in general, the document should serve your organization, not the other way around. Customize your content to support your situation. You may have separate policy and procedure documents or one large document.
The following are some of the possible policy topics:. 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. 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.
Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. Try Smartsheet for free, today. In This Article. Sample Policy and Procedure Templates Professional associations and government departments frequently publish policies and procedures as well as sample templates for example, consider these tips for nonprofits and small businesses. IT Policy and Procedure Template.
Keep your employees connected, informed, and engaged with Smartsheet. What Is a Policy? What Is a Procedure? What Is a Process? What Separates Policies and Procedures? How to Write Effective Policies and Procedures Policies and procedures can take a long time to develop and perfect, but you can expedite the experience by following a few developmental and structural steps.
Here are the major steps for writing effective policies and procedures: Preparing to Write: You can make your policy and procedure-writing process more efficient by treating the activity as a project and ensuring you get management support. That way, time and resources will be available to you. Because policies and procedures often involve legal and regulatory consequences, consider having documents reviewed by legal counsel. Having a clear understanding of why a policy is necessary is also vital to keeping the project focused.
Choosing an appropriate template for your field or industry will help you gain a better understanding of what content you need to add, and can also relieve you of the need to design a template. Moreover, if your organization has the means, a document management and tracking system can help you track revisions and publish the document in a place that is accessible to those who need it.
Writing Your Documents: To write your documents, begin by reading current policies and procedures, if any exist. Also, review any compliance or regulatory guidelines that apply. Consulting employees on the creation of documentation is one of the best methods for ensuring their interest in and use of procedures. After you draft the document, verify its accuracy by walking through the steps. Have those affected by the document evaluate the document. Finally, get approval for and sign off on the document from the highest level of management you can, such as a CTO or CEO.
Implementing Policies and Procedures: To encourage the success of a document, plan its implementation. Publish the document in one central location, such as on a company website.
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