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1 Ghost Story:
1 Ghost Story:

1 Ghost Story: - PowerPoint Presentation

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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 Download Presentation

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Presentation on theme: "1 Ghost Story:"— Presentation transcript

Slide1

1

Ghost Story:

Writing Effective Policies & Procedures

Emily Steinberg & Betty Jo SchaferSlide2

2

Overview

What are P&Ps

When & why you need them

Four stages of developmentTechnical writing hintsWhat to avoidAction Plan

The BasicsSlide3

3

What are “Policies” and “Procedures”?

What is the difference between the two?

The BasicsThe Why

The HowSlide4

4

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

Slide5

5

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

6

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

7

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

8

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

9

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

10

Characteristics of Narrative Writing?

Creative

Entertaining

Can be ambiguous, impliedCan be wordy, lengthyCharacteristics of Technical Writing?InstructionalSpecificFactual

Concise

Technical Writing HintsSlide11

11

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

12

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

13

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.

14

ACTION PLANSlide15

Questions

15Slide16

Closing

16

In Closing…