Writing Effective Policies amp Procedures Emily Steinberg amp Betty Jo Schafer 2 Overview What are PampPs When amp why you need them Four stages of development Technical writing hints ID: 540624
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Ghost Story:
Writing Effective Policies & Procedures
Emily Steinberg & Betty Jo SchaferSlide2
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Overview
What are P&Ps
When & why you need them
Four stages of developmentTechnical writing hintsWhat to avoidAction Plan
The BasicsSlide3
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What are “Policies” and “Procedures”?
What is the difference between the two?
The BasicsThe Why
The HowSlide4
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Policies:
Guidelines, philosophies, principles
State a position
BroadWhy & what
Policies vs. Procedures
Procedures:
Specific steps and actions
Give instructions/ protocol
Narrower, more focused
How, when, who
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Signs you need them (or to revise them):
New laws/regulations
Questions keep coming up
Frequent errors or mistakesIrritation, complaints, frustrationConfusionCarelessnessUnique and varied interpretations
P&PsSlide6
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Different “levels” of P&Ps you may need:
Organization-wide
Department / Team
Program-specific (i.e., AmeriCorps)For program staffFor partner sites / sub-recipientsFor AmeriCorps members
P&PsSlide7
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NSCHC Policy
Prohibited Activities Policy
Member Timekeeping Policy
Member File Audit PolicyMember Safety PolicyMember Training PolicyMember Service Agreement / Position Description PolicySite Supervisor Training PolicyMember Disciplinary/Grievance Policy
GED Support Services PolicyNon-Discrimination PolicyFundraising PolicyEnrollment/Exit Cycle Time PolicyTutoring PolicyBranding PolicyCivic Engagement PolicyNon-Duplication/Non-Displacement PolicyReasonable Accommodation Policy
P&Ps
Examples of AmeriCorps P&Ps you need:
+ Accounting/Fiscal P&PsSlide8
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1. Plan
Set schedules
Choose a team
Come up with realistic timelinePrioritize what’s needed mostPurpose: Manage project and timeline to stay on track.
Four Stages of Developing P&Ps
2. Analyze
Current State
Reasons
Goals
Audience
Topics
Urgency
Impact
Organizational
culture
Purpose
: Determine
tone, format, level of detail needed, and what
needs to be revised vs. started from scratch. Slide9
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3. Research
Use content experts
(i.e., people who do the job and will use the P&P)
Meet, interviewRead / study everything relatedSolicit input in writingPurpose: Get all necessary background information and participation
Four Stages of Developing P&Ps
4. Pre-Write
Mind-map, flow chart, or bullet points
Generate basic content
Organize info for P&P
Put in the correct order/sequence
Purpose:
Write down the basic content and message before worrying about how to write it.Slide10
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Characteristics of Narrative Writing?
Creative
Entertaining
Can be ambiguous, impliedCan be wordy, lengthyCharacteristics of Technical Writing?InstructionalSpecificFactual
Concise
Technical Writing HintsSlide11
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What to Avoid in P&Ps
Absolutes (“always,” “never”)
Negative phrasing (“Don’ts”)
Double negativesHarsh languagePersonal language (“we,” “you”, “they”)Assumptive or presumptive languageVague languageCasual language
Condescending or judgmental language
Technical
Writing HintsSlide12
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What is wrong with these examples?
For privacy reasons, employees should not try to gain access to another associate’s email messages without that employee’s express written permission.
Negative tone. Double negatives used (not, without). Confusing and vague.
Employees may not exceed the allotted break time. Violators will be strictly disciplined.Negative, vague, unclear, harsh.We never give refunds. We always just apply a credit.Absolute. Negative. Casual, dismissive tone.
Technical
Writing HintsSlide13
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Be a word miser! Eliminate any words that do not add clarity or substance.
Dump fancy language.
At this point in time it is thought that… vs. The company believes….
Dump the flab.In accordance with our policy… vs. Our policy is….Dump duplicative and phrases.Advance planning… vs. Planning
Dump long clauses.Use the carefully crafted end of year report that is vetted by numerous reviewers… vs. Use the end of year report.
Technical
Writing HintsSlide14
Action Plan
What are 2 specific actions you will take when you leave this training to improve your organization’s or AmeriCorps program’s Policies and Procedures?1.
2.
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ACTION PLANSlide15
Questions
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Closing
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In Closing…