Policy Writing Guidelines
By Katherine D. Fisher
Several years ago, I put together what has turned out to be a very helpful list of guidelines for writing policies. If you're new to policy writing, these may be helpful to you as well.
When preparing to document a policy, consider the following:
What is a policy?
- A guiding principle designed to influence and determine decisions, actions, and related matters
- A policy states:
- What is to be done
- What resources and methodologies are to be used
- But not how to do it
What does a policy do?
- Provides a framework of principles and constraints to be followed in decision-making
- Guides the organization toward a consistent pattern of decisions and direction of thought (implies latitude for discretion)
- Leads to (and may specify) planning, actions, and controls for implementing decisions
- What are the guidelines for effective policies?
- Should clearly reflect objectives and plans; mandate set forth in the policy must be capable of being accomplished
- May only contain direction with which compliance is mandatory
- Should describe criteria for current and future action
- Must be understandable
- Must be consistent
- Should be sharply distinguished from rules and procedures
- Should be viewed as subject to change
Policy substance
- Policies may indicate permissible latitude (e.g., "Reports may be oral or written)
- Policies should reserve the use of "shall" for situations in which the quality of command is appropriate for emphasis, and for cases where it is necessary to reproduce customer language that employs the word
Questions? Comments? Katherine Fisher can be contacted at kdfisher@aol.com
Other Resources for Policy Developers
Check out these and other resources listed on the P&P SIG's website:
Writing Effective Policies and Procedures: A Step-By-Step Resource for Clear Communication
by Nancy Campbell
Publisher: AMACOM (1998)
Establishing a System of Policies and Procedures
by Stephen Page
Publisher: Bookmasters (1998)
7 Steps to Better Written Policies and Procedures
by Stephen Page
Publisher: Process Improvement Publishing (2001)
How to Write Policies, Procedures & Task Outlines: Sending Clear Signals in Written Directions
by Larry Peabody
Publisher: Idyll Arbor; 3rd edition (2001)
