What happens when a natural disaster, power outage or other unplanned event occurs? Looking for guidance on how to ensure employee accountability and compliance through effective policy management, or how to streamline the policy and procedure lifecycle?
Check out the resources below:. Protect intellectual property, manage grants, preserve student privacy, and outline ethical procedures. Improve organizational transparency, underwrite policies and procedures, mitigate risk centers, and reduce volatility. Establish procurement policies, outline employee safety procedures, specify quality control of products, and satisfy changing regulatory guidelines.
Avoid heavy penalties from local, regional, state and federal regulators, manage potential risks, and enhance employee safety and training retention. Visit our resource library for industry best practice tips and tools and for case studies on how our software has helped clients in your industry.
Let us show you how Policy Management Software will strengthen your compliance program. About Us Resources Careers Support. Free Policy and Procedure Template. Download A Free Policy and Procedure Template — Microsoft Word ConvergePoint is committed to helping organizations improve their policy and contract processes — not only through our compliance management software, but also by offering free tools and guides.
Download Free Policy Word Template. Policies, Processes and Procedures: Why You Need All 3 Businesses know that they need to have a system made up of policies, processes and procedures. You Don't Have to Be a Large Organization to Have Great Policies and Procedures Every time a discussion on policy and procedure management arises, there are always people in the room who think it applies to large enterprises only — and definitely not to them yet.
Policies and Procedure Management: Proactive vs. Calculating the True Cost of a Policy or Procedure Businesses are dynamic to meet the demands of the marketplace. Policy and Procedure Management: You're Only as Compliant as Your Employees Policies are put in place to ensure everyone is on the same page about their jobs, from how to take vacation and sick days to how to use equipment safely. Using the styles takes a bit of practice. There are plenty of options to consider and you might need to do some research online on how to make it work right.
You should find the option to open this feature in the top right hand corner of the screen. See below. You can see the options are now expanded and they can be hidden again by simply clicking the same box. Now you can include the text you want to change in the options provided. Also note the other check boxes below this which allow some pretty powerful functions and are worth experimenting with. The Find and Replace feature has plenty of options to try.
Experiment with what they do because they can make your life a lot easier when amending a file. It can be quite detailed and should be easy to read and understand. Make it complex and full of big and impressive words and your team are definitely going to ignore it.
The last thing you want. A procedure is different to a policy. A procedure is like a step by step instruction. These instructions need to be detailed and include every single step.
If you miss a step can you expect your team to get it right? Now I hope that explains the difference. You can still create a quality system for your business using a policies and procedures template and combine the 2 together or keep them separate. The following page below is an example of a policy. This policy is an Anti-Bullying Policy. This type of document should be direct and to the point. The following image is an example of a very simple procedure. Creating a procedure is relatively easy.
However, should you be breaking down the task into something small so it is manageable? Providing images in the step by step process makes it easier to absorb the tasks. However, this is going to take you a lot of time to create.
Particularly if the process is complex and detailed. Speed it up by using a policy and procedure template. It is very cost effective. All you need is MS Word software and you are ready to go. It is easy to add information. You can simply open the document and start adding policies and procedures.
It is easy to update. Nothing to it. Just open up the file and away you go. The search function is already in there and easy to use. A good procedure must have the following:. There are main steps to walk through when developing the document. Before delving into writing a policy and procedure document, here are some things you have to do:.
You must discuss it first with those carrying it out. It becomes easier for employees to follow a procedure when they see that their contribution is being acknowledged in the final document.
During your discourse with users, ensure that you clearly understand how the procedure is currently done and how the users think it should be better done. If the procedure transcends between departments, make sure that everyone is in that discussion. And to avoid the users nudging you, sketch out the procedure based on your understanding before meeting with the users.
This process will shape your understanding through flipped learning. Before you begin writing, ensure that you picture your understanding of the users and leverage that to write for them.
Start with an interesting introduction that will likely keep the users reading. Know the gap you want to fill by creating the procedure. Answer the question as appropriate and remember to include tools, passwords, keycodes, technology, physical items such as pen, paper, and anything else that might be required.
Combine your knowledge, experience in the field, and the notes you took from your meeting with the users, then explain each process in a list. Break complex procedures into simple tasks where each item stands as a single detailed and clear instruction. Adding other types of media to your procedure will let you explain the concept properly and keep the readers glued to the content.
So instead of writing pages full of texts, you can put a page of text into a second multimedia format that paints the situation rather than texts. Adding supporting documents, such as videos, images, audio notes, or forms that need to be completed, will make the content sticky to the readers, and they will follow each procedure to the letter. For those knowledge-thirsty users who always want to do a deep dive, consider including links to relevant resources to improve their skills.
Check that the procedure solves the problem you created it for. Look through it to make sure everything is correct. This will help you save time as it will be less likely that anyone will spot errors. Testing your procedure in a controlled environment does two things. First, it helps you check that, once more, all the steps are correctly captured.
Second, it points out whether the procedure needs some rework instead of forcing people to adopt it. Using all the key performance indices, examine the inputs, outputs, and goals, then ensure that the right mix will produce the required success. After your test, you should know if your procedure needs improvement or not.
Whichever way, ensure that you do whatever is necessary and test again before you deploy the procedure. Ensure that all the users stick to the procedure, and every challenge is carefully worked on as they surface. With constant use and adaptation, practice makes perfect.
Make sure that the policy and procedure number and page number appear on all subsequent pages; the footer of each page should repeat the issuing date and the policy. You should also let your policy and procedure have a title to avoid mix-up. From the introduction, every user should know what the policy will do. There should be a concise statement that explains the purpose of the policy. Mention who the policy and procedure apply to and the consequences for non-compliance, if applicable.
The policy and procedure document should have a help contact that anyone can reach should they need help to understand the policy and procedure document. This is the highest body authorizing the policy and procedure.
You could possibly include the date for the next required review date. By giving these resources, you have identified with the curious users to learn more. Aside from crafting the policy and procedure document to communicate your vision carefully and explicitly, a good policy and procedure template must:.
Every defined step in the policy and procedure template should exist for the sole purpose of achieving the aim. Your policy and procedure must be made available and accessible to the users and those who have the authority. It could be kept in the filing cabinet, binder, or online. As you upgrade your machine or any other part of your working process, it is important to update your policy and procedure document so that it stays current at all times.
That means you should create your policy and procedure document with the flexibility to accommodate new and emerging decisions. A good policy and procedure document must also be actionable. It should represent a consistent and logical framework to implement a particular task. It should be easily adaptable and useful for the targeted user. Instead, use the position.
Use words that the document user will understand but ensure that you maintain compliance with the law. They are different types of documents that work together to guide your employee on their responsibilities. Different organizations can benefit from a policy and procedure template irrespective of what the company does, the size, and worth. A policy and procedure document always guides the work process and ensures quality delivery. Formatting your policy and procedure document entails the way the document is laid out on the page, the way it looks, and visually appeals to the user.
Formatting always addresses things like font selection, font size and presentation like bold or italics , spacing, margins, alignment, columns, indentation, and lists.
The visual appeal of your policy and procedure document will affect the reader and how they digest the information. The information will be more accessible to the user by creating and labeling sections headings , highlighting keywords or ideas bold, italics, or lists , and making a good impression professional look and feel, appropriate font choice for the document type.
Any change is allowed solely for personal usage not for commercial purpose. You can download these templates and can use them for your assistance but cannot claim ownership of all those templates which are available on this website. All the rights are reserved for the owner of the template. Skip to content. There are some basic terms which you need to read or accept before downloading the provided template; a Permission for Usage The basic term or condition you need to accept is, you will download this template only for personal use and you can not sell the template to third party.
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