The Writing Format: The Heart of a Policies and Procedures System

By mediawyse

The writing format (approach) is a critical component of any successful policies and procedures system. And more importantly, it must be consistently applied across both policies and procedures and must lay out content in an easy-to-read and understood format. Using the adage, "Practice makes perfect" applies in this situation. Practice does not make perfect unless it is a correct practice. Given the same logic, the writing approach is not acceptable unless it meets all the criteria of being both successful and effective.

A "writing format" is a structure or outline format for presenting policies and procedures in a logical order that can be easily understood by readers. It lays out the content of any policy or procedure document and presents a logical reading sequence. The section-formatted structure can assure consistency among policy and procedure documents.

The ideal writing format is when there is no distinction made between a policy and procedure document. As the reader might guess, this would solve many problems and make publication, communication, and training easier. How is this done? Write a single document, e.g., travel expense report or purchase requisition, and don't name it as a policy or a procedure document. Rather, use a format that contains a policy statement as one of the pre-defined, core sections; now, the guidelines of the document are directed by the embedded policy statement. The readers are pleased with this solution because now they don't have to refer to separate policy and procedure manuals for similar content. In the examples below, the policy statement is the third section of the preferred "pre-defined sections" writing approach format.

There are three popular format styles, one of which stands apart from the others: (1) pre-defined sections; (2) free-flowing role structure or Playscript; and (3) free-flowing writing. The third format approach, free-flowing writing, is really no format at all. Unfortunately, many companies today use this "free-flowing writing" format (probably due to their lack of knowing that a writing format template does exist). In this format, the content is written in a random, inconsistent manner. The reader is never certain about the starting or ending point of the policy or procedure document. This method is often referred to as the "Paragraph-style" of writing and generally leaves the reader guessing the purpose and importance of the policy or procedure document. This is NOT the behavior the policy and procedures writer wants from the reader.
The second format, the "free flowing role structure," is often referred to as "Playscript." Literally, "Playscript" refers to dialogue, a dramatic composition, or a screenplay. Policy and procedure writers use the "role" method adapted from the Playscript format where the role is stated in the first column and the action is stated in the second column of a two-column layout. Proponents of this format argue that the reader doesn't need to know everything about the "who, why, what, where, and how" of every policy or procedure document. Opponents, in contrast, argue that the Playscript method is cumbersome and leaves the reader clueless as to the intent of the policy or procedure document. This is simply not a good format for documenting business processes.

The first discussed format, "Pre-Defined Sections" is the easiest format approach for the reader to understand because the format consists of pre-defined, pre-approved sections that are used in every policy or procedure written and published. Consistency is quickly achieved. The seven core sections of the "Pre-Defined Writing Format" are Purpose, Scope, Policy, Definitions, Responsibilities, Procedures, and Revision History. Content, properly added into these sections, provide the "who, what, why, where, and how" of business processes and help to make up the substance of policies and procedures alike. Depending on the industry, the policy and procedures writer might add sections, e.g., background, references, or disciplinary actions for non-compliance.

A policy and procedure system without a consistently designed, and applied, writing approach is mostly viewed as broken, obsolete, or ignored by its readers. The writing approach includes the mechanism for capturing ideas, workflows, solutions, forms, and any supplemental information about business processes, in one place. An effective writing format template contains the same core sections each and every time; there is never a deviation.

Article Source: http://www.ArticleStreet.com/

About the AuthorFor the best assistance in writing your own policies and procedures look no further then provider CompanyManuals.com. Visit them online to browse book selections on how to write policies and procedures and start writing your own company policies and procedures today with detailed step-by-step directions and sample plans.

Is Your Policies and Procedures Writer Qualified? Here are 8 Things to Look For

By mediawyse

Writing policies and procedures is an art and takes skill and a person with a desire to "take charge" and do what's right to write, publish, and implement policies and procedures that are easy to read and apply. Few writers have made the realization that policy and procedure documents are easier to read when they are in an easy-to-read format, with logical sections that contain the "who, what, why, when, and how" of business processes.

Many writers don't have the passion it takes to be a good policy and procedures writers and simply take the easy route. For example, they might throw a few paragraphs together and call it a policy or procedure. Others will accept policy and procedure drafts from employees, glance at the content, publish them and be done with it. This is unacceptable behavior for effective policy and procedure writers.

Effective policy and procedure writers "take charge" and are passionate in their work. They want to do what is right and best for the readers. They know that when the policy or procedure is published that their job is just beginning. They know that they must assure the policies and procedures are being read and applied; they know that they need to be on the look out for improvements and revision opportunities.

There are eight characteristics that can assure success as a policy and procedures writer:

1. Well-rounded education and Minimum of 5 Years of Experience. A college degree in liberal arts or any major that offers a diversity of courses. Several English classes can help. A business degree is useful. A journalism degree is only suitable when it's coupled with a diversity of courses to give the person a well-rounded education.

2. Knowledge of core business processes. Understanding of the core business processes in your company's industry and the know-how and interviewing skills to identify and understand them. Examples of core processes in a manufacturing company include human resources, sales, payroll, assembly, quality control, accounting, engineering, administration, and information technology.

3. Flowcharting skills. Experience in drawing flowcharts based on information collected in interviews. This experience can be learned from programs like MS Visio, a flowcharting program by Microsoft.

4. Team facilitation and meeting skills. Experience in facilitation, team leadership and the deployment of team quality tools.

5. Writing ability. Writing and editing experience is a must. At a minimum, you should be able to write good paragraphs, spell correctly and understand the basic rules of grammar. A writing class can be helpful.

6. Familiarity with forms analysis/design. Nearly every procedure references and/or uses a combination of print, online, or web forms. For this reason, the policy and procedures writer should have basic forms design experience.

7. Strong drive to succeed and results oriented. A key trait for a policy and procedures writer is the drive to do well and to take pride in accomplishments. A "first-rate" policy and procedures writer has a strong drive to do things right.

8. Ability to say "no." The ability to say "no" to anyone including management is difficult for some writers. This is another key trait because the policy and procedures writer should be able to do what is right rather than being directed by someone who may not have all the facts or who may be driven by politics.

Successful (and effective) policy and procedures writers "take charge" and are not in the habit of entering into company politics. These writers take pride in their work and have the company at heart. They have the necessary skills and experience listed above and more. They are constantly striving to become better at their jobs. Make sure to consider the above eight personality characteristics when looking to hire a new policies and procedures writer, your company will thank you.

Article Source: http://www.ArticleStreet.com/

About the AuthorFor the best assistance in writing your own company manuals look no further then provider CompanyManuals.com. Visit them online to browse book selections on how to write company manuals and start writing your own company policies and procedures today with detailed step-by-step directions and sample plans.