{"id":2948,"date":"2019-04-02T14:38:45","date_gmt":"2019-04-02T06:38:45","guid":{"rendered":"http:\/\/www.shirleytaylor.com\/blog\/?p=2948"},"modified":"2019-04-02T17:12:06","modified_gmt":"2019-04-02T09:12:06","slug":"how-to-write-policies-and-procedures-that-work","status":"publish","type":"post","link":"http:\/\/www.shirleytaylor.com\/blog\/how-to-write-policies-and-procedures-that-work\/","title":{"rendered":"How To Write Policies And Procedures That Work"},"content":{"rendered":"

Article written by Marianna Pascal<\/em><\/p>\n

It's easy to write policies and procedures well!<\/p>\n

That is the first thing I tell participants in our Policy Writing in Plain English<\/em><\/a> workshop. By the end of the day, they believe me! The key is to help your reader understand information quickly.<\/p>\n

If you want to write policies and procedures that work, there are 7 ways you can start right now:<\/p>\n

1. Headlines, not Headings<\/h3>\n
\n
Take a look at this newspaper front page. Would these headings inspire you to read the articles? Probably not, right?<\/div>\n

↓<\/strong><\/p>\n

\"\"
\n<\/div>\n

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Newspapers use headlines because they provide you with the key point. Readers want to see the main point quickly.<\/div>\n

↓<\/strong><\/p>\n

\"\"
\n<\/div>\n


<\/p>\n

Headlines (not headings!) also help your reader understand the content easily. <\/p>\n

Look at these before and after sections from policies. Notice how differently you read the paragraph when you start with a headline.<\/p>\n

\nBEFORE (Heading)<\/p>\n
Process Evaluation<\/strong><\/p>\n

It's essential to identify measures necessary to combat various types of fraud. We also need to ensure that these measures are in line with standards set by the ABC Board. From 2-28 May, we will evaluate all processes to identify the most appropriate fraud prevention.<\/p><\/div>\n<\/div>\n

\nAFTER (Headline)<\/p>\n
We Will Evaluate All Processes<\/strong><\/p>\n

It's essential to identify measures necessary to combat various types of fraud. We also need to ensure that these measures are in line with standards set by the ABC Board. From 2-28 May, we will evaluate all processes to identify the most appropriate fraud prevention.<\/p><\/div>\n<\/div>\n


<\/p>\n

2. Why Before What<\/h3>\n

When you're describing anything new, begin with its purpose. And state that purpose as plainly as possible.<\/p>\n

Here is a policy introducing a new tool called the ABC Checklist. Notice in the after example how easy it is to understand what the checklist does when we know why it exists.<\/p>\n

\nBEFORE<\/p>\n
The ABC Checklist determines the security rating of a system based on operational impact that arises from a breach of confidentiality. <\/p>\n

Its main function is to identify the level of control required to ensure confidentiality and determine the appropriate technology required to manage it.<\/p><\/div>\n<\/div>\n

\nAFTER (Headline)<\/p>\n
The ABC Checklist is a tool to tell us how much control we need to make a system secure, and what technology we need to manage the system.<\/p>\n

It assesses the impact on operations when there is a breach of confidentiality.<\/p><\/div>\n<\/div>\n


<\/p>\n

3. Predictable Patterns<\/h3>\n

When you organise your writing into patterns, you will help your readers see information.<\/p>\n

\nBEFORE<\/p>\n
REVISIONS TO POLICY<\/strong><\/p>\n

Updated paragraph 3 to replace the previous term ABC with DEF.<\/p>\n

Paragraph 6 \u2013 Included the reporting of unauthorized disclosure of customer information.<\/p><\/div>\n<\/div>\n

\nAFTER<\/p>\n
REVISIONS TO POLICY<\/strong><\/p>\n

Paragraph 3:<\/strong> Updated to replace the previous term ABC with DEF.<\/p>\n

Paragraph 6:<\/strong> Included the reporting of unauthorized disclosure of customer information.<\/div>\n<\/div>\n


<\/p>\n

4. Columns Clarify<\/h3>\n

In a procedure, columns help readers separate the 'doer' of the action, the order of actions, and action itself. Using columns will drastically increase the chance of the procedure being followed properly.<\/p>\n

\nBEFORE<\/p>\n
Study Loan Application<\/strong><\/p>\n