How to Communicate Policies & Procedures

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Successful implementation of new policies and procedures depends on a careful consideration of the issues at hand and a clear formulation of actions to address them. Policy makers and managers must clearly communicate to all persons affected, including those external to the organization, and use multiple avenues to convey the new policies and procedures.

Effective Communication

  • Consider who will be impacted by the new policies and procedures, looking not only at personnel within your organization but external populations affected by the new measures, as well. Knowing all parties that will be affected helps determine the means by which you communicate. Organizational leaders often assume that new procedures will affect only an organization’s practices, and neglect to consider larger consequences.

  • Designate a staff member with a strong grasp of technical writing and communication to announce the new policies/procedures. Selecting such a person to handle communication of the new measures ensures that all levels of the organization, regardless of technical knowledge or expertise, will understand the new policies and procedures.

  • Announce the new policies and procedures, using multiple avenues of communication to reach all intended audiences. A one-size-fits-all approach does not work. The organization can notify customers and other audiences by letters, e-mails and advertisements. Memoranda, staff meetings, pamphlets and manuals can be used to notify staff members. Communication to staff members should not only articulate the new measures being taken, but also announce any new training programs and explain how the new procedures will affect existing operations. Management also should provide staff members with information on where to get answers to any questions or concerns they have about new policies and procedures.

References

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