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After 10 years of specializing in policy and procedure management, we've realized that while managing policies and procedures effectively is vital, you have to start somewhere. Whether you're at square one and feeling completely perplexed or have already established a decent starting point, we’ve got you covered!

Here's a quick synopsis of tips and tricks we’ve collected over the years to ensure your policies are beyond OK, and instead, the best they can possibly be.

1.  Institute a planning process

First things first: a well-planned construction process is key to creating proficient policies. Right out of the gate, determine who needs to be involved, what everyone’s role entails, and the most efficient way to establish a workflow covering each step of the process. Then, set a meeting to have a roundtable discussion with all chief decision makers. This will create an opportunity to collaborate on your organization’s stance or position concerning all pertinent subjects or issues. Furthermore, a meeting is imperative to establishing policies that represent the unanimous expectations agreed upon for all personnel, regardless of the positions they hold.

2. Construct an outline

Once everyone is in unison regarding the structure, message, and verbiage to include, you’re ready to begin authoring the policies. First, make a list of all policies that address national or state rules, regulations, and laws. Next, make an outline that hones in on expectations and acceptable behavior. If you’ve encountered any incidents that may need specific attention due to situations that arose in the past, a policy is the perfect place to incorporate guidelines that will pave the way for the future. It’s imperative to address anything and everything during the first go-around to eliminate creating multiple new policies and change notices. Incorporate everything from workplace cell-phone usage to sexual harassment.

3. Establish a message

Language that’s easily understandable across the board is one of the most important elements to incorporate within a policy. If someone struggles to understand what the message is, how will they know what is expected of them? Therefore, use commonplace verbiage that speaks directly to your personnel. Omit the fancy jargon – it’s simply not suitable for the effectiveness of your policies. Also, make sure to provide a direct correlation that flows naturally into the procedure and how the policy is expected to be carried out or adhered to.

Once the initial policies have been drafted and received the thumbs up from upper-level management and your legal team, you’re ready to begin building your organization’s library of policies. It’s always better to have more than you need as opposed to running the risk of not having a sufficient amount in place. The more subject areas you cover, the greater the chances of decreasing risk management and increasing compliance. So even if it seems daunting and overwhelming, power through and create, create, create.

If you follow the aforementioned tips, there’s a good chance your policies will be so stellar and comprehensive that there’ll never be a doubt or question raised amongst your personnel again. OK, we can’t necessarily promise that, but we can guarantee that you’ll be well on your way to encountering significantly fewer issues!

Are you ready to implement your policies? Check out our Policy Management FAQs.