How to Write Policies

Policy development is vital to an effective quality management system. In addition to automating the process of decision-making for certain functions, policies serve as guidance to help mitigate the loss of tacit knowledge. The process of writing policies includes: defining the problem, gathering information on the issue, securing recommendations from management or higher level administration, discussing, ratifying at the board level, drafting the policy and holding the first reading of the draft, asking all participants for revisions, holding a second reading, and communicating the new policy.

Instructions

1. Define the issue or problem. The most difficult part of the policy writing process is accurately defining the problem. Focus on the root cause.

2. Gather information. Use policy language or analysis from industry associations, competitors, state association seminars, state or federal laws and regulations, business partners or competitors.

3. Solicit executive and senior support. Once you have all the facts outlined provide recommendations to senior staff responsible for policy changes.

4. Discuss the recommendation with board members in a formal or informal setting. Make sure the recommendation is within the jurisdiction of local and national laws.

5. Draft the policy, hold the first reading of the draft, and request suggestions for changes and revisions. Keep the draft broadly stated.

6. Make revisions, hold the second reading and adopt the policy after making revisions from the second reading.

7. Distribute to all stakeholders and create accountability for policy implementation. Modify and revise policies as the need arises from future evaluations.

References

• How to Write a Policy Manual