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Step 1
~~Set up an effective policies & procedures document format~~
Setting up a strong document template will make it a breeze to write effective policies & procedures. Items to include in the document template include:
1. Document Title
2. Document Version
3. Author Name
4. Signatory Names
5. Date Published
6. Page numbers (page __ of ___ works best)
7. Confidential stamp
8. Outline format - set up the exact outline format you want EVERY effective policy & procedure to follow. -
Step 2
~~Interview the workers who perform the procedure or are responsible for the policy~~
This is a crucial step that is often missed. Interview the employees who are responsible for following the policies & procedures about how they physically carry out their tasks. If possible, observe them at work so you have first hand knowledge of how the policy or procedure is carried out. -
Step 3
~~Include addendum documents to create very effective policies & procedures~~
Make each policy & procedure a stand-alone document. This means that all documents needed to carry out the policy or procedure are referenced inside the SOP (Standard Operating Procedure). -
Step 4
~~Circulate policies and procedures for review and signature~~
Circulate a copy of the policies & procedures to an email list of names. Ask for feedback and/or signature by a certain date - people work best when there's a deadline involved. -
Step 5
~~For REALLY effective policies & procedures, upload them to an electronic document management system (EDMS)~~
Managing your policies & procedures online means that everyone can reference the latest version at a moment's notice. Even better, if your EDMS has an audit trail, you'll even have evidence if a document was downloaded, opened and when. Can't get much more effective than that!
