Page
Writing A Policy And Procedure Document
Completion requirements
View
Policy writing within a company must be dealt with in a standardized manner. A specific format and template must be used to ensure consistency between policies. In South Africa, the government is currently striving to provide the most important Policies in all official languages. Should a policy in the organisation only be available in English, it is important to ensure that all implications of the policy and non-compliance are explained to all employees.
Part 1 of the Policy should describe the Policy statement. This refers to the rationale for the policy. The goal of the policy is stated, in other words, what the policy wishes to accomplish. This section may also include a statement of how the policy is related to the core mission, vision and goals of the organisation. Depending on the subject matter, a policy statement can comprise one or two pages.
Example: Policy related to smoking at the workplace. This policy will comply with general specifications and legislative requirements. It will refer to designated smoking areas, the format of No-Smoking signs and the rules set out by the Occupational, Health and Safety Department.
Part 2 of the Policy includes the steps necessary to comply with the policy, in other words, the procedures that will be followed. Sufficient detail should be included to ensure a clear understanding of how to comply with the policy requirements.
Example: Designated smoking areas are identified and should be used, smoke times are communicated, including the completion of attendance registers and so forth. It will also indicate the disposal of waste and the implications of non-compliance to the smoking policy.
For policies required by legislation, much of the policy content may be driven by the requirements of the legislation. It is not feasible to review all the possible legislation. The following are examples of legislation that may play a role:
- Employment/Labour Standards
- Privacy legislation
- Occupational Health and Safety
- Human Rights
- Workers Compensation
Organizations also need to be aware of how legislation may periodically be applicable to their workplaces, such as provisions for releasing staff to vote on election day or legislation relevant to organizing a union.
Tips For Drafting A Policy
The policy and procedures are supposed to serve the employees. Every organisation will have specific guidelines on the format of the policy. These guidelines can include the style (for example Arial), font size (for example 11) and margins. These guidelines should be followed to ensure that the document is user-friendly, accessible to every level of employment and can easily be consulted with minimal effort. Also ensure that the reader understands that the policy is a guide and not a hard and fast rule, set in stone.
- Language should be clear and specific.
- Sentences should be short and factual.
- Avoid words like “should’’ and ‘’may’’, since these words imply that there is a choice allowed.
- Ensure unbiased content, encouraging fair and consistent processes.
- Define any terms and acronyms that might be unclear to the reader.
- Exceptions to the rule will occur. Use terms such as “generally”, “usually” and “typically” and avoid emotive generalisations such as “always” and “never”.
- For specific types of policy strong-worded opinions might be necessary to support the value of that concept. For example, in a violence policy, it will be clearly stated that violence at the workplace will not be tolerated under any circumstances.
- Names and web addresses may become outdated. Policy writers should therefore either avoid them or evaluate and update the policy regularly.
Steps In Policy Writing
The following steps should be followed when a policy is written:
|
Step |
Detail |
|
Policy and procedure title |
The title should be descriptive and indicate the primary contents of that specific policy. |
|
Purpose and need for the policy and procedures |
The purpose description should be a road map to the goals. Policies can be developed in anticipation of a need or in response to a need. Organisations must be clear on what kind of policies and procedures are required for their optimal functioning. |
|
Define the policy statement |
This defining process should reflect the image of the company. It should outline the ways in which the organisation will conduct routine business and unique circumstances that might arise. The policy statement should also indicate the specific department /manager that can be contacted if an issue arises. An individual employee, group or task group can be tasked with the function of writing policies and procedures within an organisation. The most knowledgeable employees for that specific administrative system should be included. Legal responsibilities, accurate and recent information, possible templates or examples and support systems must be identified. |
|
Outline the procedures for the policy |
Procedures should be current and demonstrate a structured outline of activities. These activities can reflect the current situation of the company and also the effect it may have in future. Steps need to be described in sequence. It should also indicate which department/manager is responsible for that particular function. |
|
User-friendly glossary of terms |
The terminology used in official documents is not always understandable to employees. The writer’s intent can therefore be lost. The grammar, spelling, choice of words, length and attachments of the policy must be clear, concise and professional. The usage of words, diagrams and jargon should be appropriate for the target group. |
|
Finalize the policy and procedure document |
The document should undergo technical scrutiny to ensure that errors and omissions are avoided, and that accuracy and facts are clear. The date of the revision of the document should be clearly indicated on the first page. Each page should also be signed, proving authenticity. The when and how of monitoring and reporting systems should be in place. |
|
Involve employees by requesting their input |
Employees can inform the writer(s) of the policy of their comments or opinions. Employees might also have suggestions on how to increase productivity. The specific policy needs to be approved by the stakeholders. When this policy is presented to the relevant stakeholders it creates an opportunity for adjustments and comments to be made, ensuring that the policy is valid and reliable. |
In developing the content of the policy, it is good practice to consult with stakeholders, management, staff, and/or a member of the board. This will help to ensure that they take intellectual ownership of the policy and cooperate. A holistic viewpoint will also assist in the policy writing process. Organisations that probably have specific policies in place can be consulted to compare and serve as a benchmark for best practice. Some parties may have a role at this stage when the content is being drafted; other parties might be better placed as reviewers after the content has been developed.
Policies should be scheduled to be reviewed and updated regularly. A reasonable period between complete reviews is two to three years, although some organisations have guidelines that require certain policies to be reviewed annually. Policies that are affected by changes to government legislation should be reviewed as soon as there are any changes to the law.
Employees, managers and key stakeholders must have access to up-to-date copies of the policies and procedures that are relevant to their role in the organization and be advised of and understand any new policies or changes to policies coming into effect.