Expert Policy and Procedure Writing

Policy and Procedures Documents

by Professional Policy and Procedures Writers

To lead your company, ensure performance standards, and comply with regulatory mandates you need policies and procedures that work—not a mountain of complicated minutia or technical overkill that challenges new hires and seasoned employees alike !

After all, you want employees working, not wasting time struggling to comprehend what's expected of them—or wasting everyone's time because they didn't bother reading essential information. Well-written, readily understood Policy and Procedures documents that sufficiently and adeptly explain your company's policies and procedures are critical management tools, especially in today's overregulated and overlitigated culture (e.g., HIPAA compliance, Sarbanes-Oxley (Sarbox)). 

The professional policy and procedures writers at Probizwriters develop (and rewrite) policies and procedures that serve financial, organizational, and managerial objects.  Properly drawn, these finely-tuned policy documents are powerful tools that enable employees, management, investors, bankers, and others to readily understand your company's philosphy, protocol, procedural standards, and compliance readiness. They also reveal the reasons and objectives underlying a policy or procedure when appropriate. Explaining "why" ensures comprehension. Compliance follows.  

Policy and procedures documents go by different names and serve different functions. Examples include:

  • Organizational Policy Manual.
  • Operating Policy and Procedures Manual.
  • Employee Manual (Handbook).
  • Employment Manual.
  • Standard Operating Procedures (SOP).
  • Human Resources Policy Manual.
  • Sales Manual.
  • Purchasing Policy Manual.
  • Safety Manual.
  • Training Manual.
  • Field Guides.

If you want your employees to use your policy manuals, if following procedures properly saves you time, money, and reduces exposure to liability, if you want your P&P documents to be applied in practice, then they must be user friendly, both through streamlined, efficient writing, and through an easy-to-navigate user interface.

Some Questions to Ponder:

Are your policy and procedures documents readily understood?

Do they clearly identify issues and objectives?

Are rights or responsibilities vague or subject to differing interpretations?

Are they all written with "one voice?" As part of a whole? With consistency?

Or are they fractured, hobbled or pieced together randomly without central focus?

Are your policy and procedure documents regularly updated?

Do they reflect current technical reality? Or are they five years old?

Do your policies foster an organizational culture? Do you want them to? Are they doing the job?

Professional policy and procedures writers produce user-friendly, efficient policies and procedures that improve performance and outcomes.

The documents as a group must be clear, concise and well organized. If reader's fumble and don't "get it," or struggle to make use of the documents, they won't be used. This overwhelms employees, and costs your enterprise in lost efficiency, and noncompliance.

P&P documents should make your employees' jobs easier, give them confidence and a certain comfort level, and enable them to readily understand the how and why and mechanics of their operating steps—they have to be a tool employees can rely on and want turn to for guidance. These documents must invite employees to be part of a secure, predictable, and reasonable working environments—not turn them off.

Think of it this way—a principal benefit of top-notch, functional policies and procedures is happy, productive employees!

Clarity leads to better employee performance, increased employee satisfaction, accountability, and less confusion about responsibilities. When employees can trust and rely on policy documents they use them. Competent policies and procedures also lower the prospect of employee claims or other forms of corporate conflict. When you must determine cause for holding employees accountable, unambiguous easy-to-understand procedures, policies, and rules are essential tools.

If this page has you thinking or nodding your head, it's probably time to implement or upgrade your P & P documents. So, let's Get it Done Today !

Policy and Procedure Management System criteria should include:
  • Cost/Benefit Analysis.
  • Simplicity — and its effect on implementation and maintenance.
  • User Training — amount required.
  • Ease of Daily Use.
  • Anticipated User Adoption Rate.
  • Return to services

    Policy and Procedure Systems should offer:

  • Tiered user levels.
  • Publishing and storage.
  • Linked connectivity between policies, procedures, and applicable laws and regulations.

  • find the right direction

    Over the years we've helped many businesses and enterprises

    draft important policy and procedures documents of all types and sizes.

    In business/enterprise, getting terms of operation, employment and regulatory compliance down on paper effectively and professionally can

    make the difference between clarity, performance, and liability.

    When policies count, Probizwriters delivers the clarity and reliability you need.

    Contact Us !

    Comprehensive Operations and Employment Policies — A Necessary Tool to Avoid Damages, Liability, and Noncompliance Issues

    Increasingly complex statutory and regulatory requirements affecting employers and licensed service providers require that written policies with very specific provisions be in place to avoid fines for noncompliance, exposure to liability from lawsuits, and punitive damages. Many state and federal laws require that employers maintain written policies covering specific topics. It's no longer enough to just distribute "cut-and-paste" policies; to be effective, workplace policies must be precisely tailored and contain specific provisions required by workplace circumstances, the type of business, the number of employees, and many other considerations.

    A properly drafted and implemented written policy—sufficiently disemminated—can be a valuable tool for employers, insulating them from potentially devastating punitive damages, and helping avoid liability entirely.

    Beyond policies prohibiting discrimination and harassment, employers' written policies should include provisions covering wages and hours, benefits, leave, workplace safety, emergency protocols, privacy, workplace conduct, and discipline. It's also wise to consider policies covering Internet and email use, recordkeeping, drug and alcohol use, and immigration law compliance.

    Complete, accurate policy and procedures documents are often a starting point for establishing and maintaining a comprehensive document-management system, which serves your company in positive ways as it grows. Once established, these documents are a framework for further development. Document maintenance becomes simpler. When these documents must be examined by third parties (e.g., in litigation or before auditors, regulators, bankers, judicial authorities), you are prepared to step up and deliver, instead of panicking and rushing to produce documents under pressure.

    When we prepare or edit policy/procedures documents, we also:

    1. Complete the project on an agreed schedule.
    2. Review your material.
    3. Examine similar documents we've produced over the years for ideas and completeness.
    4. Submit questions to you as necessary.
    5. Conduct interviews necessary to gather appropriate information from within your enterprise.
    6. Conduct appropriate research to discern particular requirements for your policy documents.
    7. Write content suitable for printed and online presentation in a conversational style that readers will enjoy and understand.
    8. Develop keyword-rich headlines optimized for search functions—(for use if you're also presenting the materials online).
    9. Render the material highly user friendly and easy to understand, and ensure the manual speaks one voice in plain English, expertly edited.
    10. Do revisions reasonably needed to render the policies complete, accurate, and mission consistent.