Running a smooth business is a lot like managing a sports team. Specifically, encouraging participants to play their best game depends on them understanding who does what, achieve mutually compatible goals and the consequences of committing errors. While policies and procedures are often put in writing when the organization is first formed, they're also an ongoing work-in-progress that evolves and adjusts to address new circumstances.
Purpose
Polices and procedures exist for two reasons: (1) to provide a legal context for protecting employers from lawsuits stemming from employment terminations, inappropriate use of company property, time or funds, and occupational injuries resulting in disability or death and (2) to provide a step-by-step tutorial on how employees should perform their tasks, operate equipment and interact with others.
Determine whether your document is a policy that lays out ground rules for office conduct or a procedure that teaches employees do something. If it's a policy, give it a short title that explains what aspect of work life it impacts. Example: "Holiday Overtime Policies." Prepare a short statement explaining why this policy is being introduced.
If it's a procedure, give it a how-to title. Example: "operate the GSX-5000 paper shredder." A rationale for its existence isn't necessary.
Target Audience and Timeframe
Policy statements are often written as memos and not only designate who the policy affects, but when it becomes effective. Examples: "All employees"; "Regional managers"; "Clerical personnel". In most cases, new policies are labeled "effective immediately". A later date for implementation may be given if management deems that workers will need extra time for a transition.
Procedural materials are distributed only to personnel performing the referenced tasks and are designed to be placed in a binder kept at each worker's desk.
Decide who your policy impacts and its implementation date. For procedures, identify which employees perform the tasks and use the equipment referenced in the document.
Language
Polices and procedures are legal documents and their content must be presented in a clear, concise fashion that leaves no room for misinterpretation. For procedural manuals, care must be taken not to assume knowledge on the part of readers by using acronyms without accompanying translation, giving vague instructions or leaving out vital steps.
Assemble a committee comprised of an attorney, an HR representative and several employees to help draft your document language. For procedural text, make a sequential list of every step necessary to complete a task and test it on individuals who don't have any familiarity with the task or tools.
Enforcement and Consequences
A policy is only as good as the resources in place to enforce it. For procedural documents, the hazards of misusing equipment or skipping steps need to be defined along with troubleshooting information and tips.
Identify who will be enforcing the new policy and the consequences for failure to follow it. Examples: disciplinary personnel actions such as termination, demotion, loss of privileges and/or the filing of criminal charges. Specify who the employees should talk to if they have questions or concerns.
For procedures, explain how deviations from protocol can potentially jeopardize work flow, damage materials and cause personal injury.
For policies and procedures, include a sign-off section section on the document for employees to acknowledge that they've received the material and will take responsibility for reading it. The signed original will be placed in each worker's personnel file and a duplicate is retained by the employee.
