Tips for Writing Policies and Procedures

1. Tips for Writing Policies and Procedures Susan Mansuetti and Lee Stork Adult Literacy Action, Penn State Beaver

2. Welcome! • Session Objectives – Participants will be able to: • Define both Policy and Procedure • Understand the importance of writing clear and concise policy and procedures • Participants will have the opportunity to write simple policy and procedure.

3. Policy • Definition of POLICY • 1 • a:  prudence or wisdom in the management of affairs • b:  management or procedure based primarily on material interest • 2 • a:  a definite course or method of action selected from among alternatives and in light of given conditions to guide and determine present and future decisions • b:  a high-level overall plan embracing the general goals and acceptable procedures especially of a governmental body Merriam-Webster.com. Merriam-Webster, n.d. Web. 10 Mar. 2014. <http://www.merriam-webster.com/dictionary/policy>.

4. Procedure • Full Definition of PROCEDURE • 1 • a:  a particular way of accomplishing something or of acting • b:  a step in a procedure • 2 • a:  a series of steps followed in a regular definite order<legal procedure> <a surgical procedure> • b:  a set of instructions for a computer that has a name by which it can be called into action • 3 • a:  a traditional or established way of doing things • b:protocol Merriam-Webster.com. Merriam-Webster, n.d. Web. 10 Mar. 2014. <http://www.merriam-webster.com/dictionary/policy>.

5. Combined Definition • Definition • A set of policies are principles, rules, and guidelines formulated or adopted by an organization to reach its long-termgoals and typically published in a booklet or other form that is widely accessible. • Policies and procedures are designed to influence and determine all major decisions and actions, and all activities take place within the boundaries set by them. Procedures are the specific methodsemployed to express policies in action in day-to-day operations of the organization. Together, policies and procedures ensure that a point of view held by the governing body of an organization is translated into steps that result in an outcome compatible with that view. Read more: http://www.businessdictionary.com/definition/policies-and-procedures.html#ixzz2vaQwV5aO

6. Benefits of Written Policies and Procedures • Employees are provided with information that allows them freedom to carry out their jobs and make decisions within defined boundaries. • Policies and procedures enable the workforce to clearly understand individual and team responsibilities. • Employees understand the constraints of their job without using a “ trial and error” approach.

7. Benefits of Written Policies and Procedures • Clearly written policies and procedures allow managers to exercise control by exception rather than “ micro manage” their staff. • Policies provide guidance on how to handle issues properly. • Sticking to policies and procedures can help reduce the chances of things going wrong and ensure consistency and professionalism

8. DEVELOPING A POLICY OR PROCEDURE • Articulate the Goal • Gather Information (pre-writing research) • Conduct interview with managers and employees regarding current practice and ideas • A literature search on the topic of writing policies and procedures • Internet search for industry specific example policies and procedures

9. DEVELOPING A POLICY OR PROCEDURE • Develop and Write • Review • Obtain Management Support • Obtain Legal Review • Implement • Decide How you will Communicate • Interpret and Integrate

10. https://www.youtube.com/watch?v=Qhn_3k4-9t8 http://www.slideshare.net/noha1309/writing-effective-policies-procedures

11. Questions?

12. Contact Information Susan Mansuetti Adult Literacy Action, Penn State Beaver 336 College Avenue, Beaver, PA 15009-2231 724-773-7810 skm12@psu.edu Lee Stork Adult Literacy Action, Penn State Beaver 336 College Avenue, Beaver, PA 15009-2231 724-773-7810 lxs55@psu.edu