Establishing a Policies and Procedures Department

In the first article, "Are You Cut Out to Be a Policy and Procedure Writer?" I gave suggestions for becoming a successful policy and procedure writer. Now the policy and procedure writer has another important role of being instrumental in creating a policies and procedures department that is supported by senior management and recognized by all employees as being a central clearing house for all policies and procedures. Note that the policies and procedures department may be embodied in a single person or a group of people.

There are three key areas that should be considered during the set up of a policies and procedures department. First, a member of senior management should sponsor the program. Second, high-level activities for a policies and procedures department should be written and approved. Third, a policy for writing policies and procedures should be communicated to all employees.

Sponsorship and Vision

Support from senior management is key for the creation of a policies and procedures department. This sponsor would ensure that the creation of a policies and procedures system becomes an important part in the vision and strategy plan of the organization. The vision should include a statement such as ?All policies and procedures shall be of the highest quality, be written by competent individuals, and be aligned with the core processes of the organization.? Refer to my book, Best Practices in Policies and Procedures, for a process that helps you align the organization?s policies and procedures to the vision of an organization.

High-Level Activities for the Policies and Procedures Department

a. Publish, communicate, and train a procedure about policies and procedures. Possible titles include: ?A System of Policies and Procedures? ?Policy and Procedure Writing Guidelines? or ?The Policies and Procedures Department.? Highlights of this procedure include:

1) A process by which ideas, suggestions, and draft policies and procedures are forwarded to the policies and procedures department for review and comment, coordination, user and management review, approval, publication, training, and metrics.

2) A writing format for capturing the content of policies and procedures.

• Guidelines for producing printed and online policies and procedures.

• Guidelines for publishing, implementing, training, and measuring policies and procedures.

• Templates for (a) writing policies and procedures and (b) soliciting user and management review and approval.

b. Provide assistance, training, and mentoring on writing and submitting policies and procedures for publication and distribution.

Policy for the Policies and Procedures Department

a. The policies and procedures department is the central clearing house for all policies and procedures regardless who submits them. This department shall initiate policies and procedures as necessary.

b. The policies and procedures department shall review, edit, and/or approve all policies and procedures submitted for publication. This department has the authority to re-write and/or re-analyze all policies and procedures submitted for approval and publication.

c. Individual departments shall not publish, implement, or distribute their own policies and procedures.

Conclusion

The policy and procedure writers in an organization should make every effort to create a policies and procedures department that has the full endorsement of senior management and is reflected in the organization?s vision, strategic plan, and core processes. When a department is recognized and supported by management and employees, the policy and procedure writer can excel, become more productive and cost effective, and be able to offer superb service to their customers.

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.