Are you Cut Out to be a Policy and Procedure Writer?
Over the past 28 years, I have met hundreds of people who write policies and procedures for their companies. I am often surprised at what some of these individuals actually do. Some just edit policies and procedures written by others, some act as a clearing house and publish policies and procedures as submitted without editing, others help departments write and publish policies and procedures, and still others, though a much smaller number, have an active role by being a central point through which all policies and procedures are submitted and published. My question is: If you do not completely control the content of all company policies and procedures, are you being effective as a policies and procedures writer?
At this point, I believe that every person assigned to do policy and procedure writing for a company should take a closer look at his/her job duties, level of management support, authority on the job, and the effectiveness of published policies and procedures. My contention, and the purpose of this article, is that you must have the authority to control what is written, approved, published and implemented, trained, and measured in order to be an effective policy and procedure writer.
There are four elements that are critical to your achieving success as a policy and procedure writer. The first element is covered in this article; the next three are covered in the second article.
- Background and personality
- Sponsorship from senior management
- Existence of policies and procedures department
- Recognition of policies and procedures department by all employees
Background for Policy and Procedure Writer
With the right background, motivation, drive, and support by senior management, you can become a "first-rate" policy and procedure writer. This background includes but is not limited to:
1. Well-rounded education. A college degree in liberal arts or any major that offers diversity of courses.
2. Knowledgeable of core business processes. Understanding of the core processes in your industry. Examples of processes in a Manufacturing industry include Human Resources, Sales, Payroll, Assembly, Quality Control, Accounting, Engineering, Administration, or Information Technology.
3. Team facilitation and meeting skills. Experience in facilitation, team leadership, and the deployment of team quality tools.
4. Supervisory skills. A minimum of two years in a management position to help give you empathy for others and help with your interfacing skills with individuals at all levels of your company.
5. Writing ability. Writing and editing experience is a must. At a minimum, you should be able write good paragraphs, spell correctly, and understand the basic rules of grammar. While an English or Journalism major is not required, you should take English courses that can prepare you to write well.
6. Familiarity with Forms Analysis/Design. Nearly every procedure references and/or uses a combination of printed, online, or web forms. For this reason, the policy and procedure writer should have basic forms design experience. I will nearly always analyze a forms' workflow and design the necessary forms prior to starting research on a policy or procedure because often the way a form is completed directs the workflow of a policy or procedure. If you don’t have this experience, go to http://www.bfma.org/ to find courses in forms analysis and design.
7. Strong Drive to Succeed and Results Oriented. A key trait for a policy and procedure writer is the drive to do well and to take pride in accomplishments.
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 procedure 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.
9. Work Experience. A minimum of 5 years work experience in positions such as policy and procedure writer, process consultant, and other positions that use and/or participate in the development of policies and procedures. Other positions that could be a starting point for becoming a policy and procedure writer include project lead, office manager, forms manager, or administration supervisor.
Conclusion
Becoming a "first-rate" policy and procedure writer is no easy task. It takes the right motivation, drive, background, and support. My four books on policies and procedures are available at the Bizmanualz website. These books will help you excel in the field of writing policies and procedures.
Biography
Stephen Page is a regular writer for Gantthead. He has written four books on policies and procedures that are recognized in more than 25 countries. He has an MBA in Management and is certified as a project manager (PMP), software quality engineer (CSQE), records manager (CRM), and forms manager (CFC). His books on creating policies and procedures are available from our website. To view Mr. Page's credentials, visit his website or email him spage@columbus.rr.com.
