Effective Policy Writing
In this course, you’ll learn the rules, strategies, guidelines and shortcuts — the core skills ranked most critical by professional policy and procedure writers — that will make your job easier and ensure you can produce well-written policies and procedures that are read and understood by all.
You will discover the keys to writing clearly and concisely even if writing doesn’t come naturally to you. You’ll see why it’s important to be able to determine when unwritten rules should remain unwritten…how to keep your personal feelings out of it…and good ways to notify employees of changes in the most appropriate way.
You’ll also venture into the minds of users to explore why people’s natural tendency to resist change can block understanding, the best ways to deal with naysayers and when taking steps to head off showdowns may be the best alternative.
Course Outcomes
- Describe how to write policies and procedures that avoid misinterpretation and misunderstanding
- Recognize loopholes that let employees off the hook
- Define legal risks innocently buried in so many documents
- Explain how to announce a bad-news policy
- Outline a process of approval and revision to maintain implementation consistency and control
Course Agenda
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Effective Policy Writing
In this course, you’ll learn the rules, strategies, guidelines and shortcuts — the core skills ranked most critical by professional policy and procedure writers — that will make your job easier and ensure you can produce well-written policies and procedures that are read and understood by all.
You will discover the keys to writing clearly and concisely even if writing doesn’t come naturally to you. You’ll see why it’s important to be able to determine when unwritten rules should remain unwritten…how to keep your personal feelings out of it…and good ways to notify employees of changes in the most appropriate way.
You’ll also venture into the minds of users to explore why people’s natural tendency to resist change can block understanding, the best ways to deal with naysayers and when taking steps to head off showdowns may be the best alternative.
Session 1: Understand What Makes Policies and Procedures Work
- Discover what good policy and procedure writing is really all about
- Recognize the signs that an informal or unwritten rule is no longer working
- Erase any uncertainty about which written policies or procedures are necessary
Session 2: Get Off to a Quick Start and Write With Clarity
- Avoid the common problems that contribute to writer’s block
- Simplify your multi-step procedures with flowcharts
- Write a perfect policy or procedure on a super-tight deadline
- Mind mapping: Learn how this simple pre-writing exercise can save you time and frustration
- Understand what “clarity” really is — and learn how to write with no room for misinterpretation
- Learn streamlining tips: from eliminating extra words, long sentences and padded paragraphs to limiting confusion and “rule overload”
- Replace words and phrases that almost always rub people the wrong way
- Overcome resistance to writing a policy or procedure you don’t agree with
Session 3: Feel Confident You’ve Cut Legal Liability to a Minimum
- Realize the importance of writing disclaimers
- Avoid using absolutes, weasel words, conditional phrases and other hidden legal traps
- Understand the special requirements and possible problems when writing job descriptions and employment application forms
- Learn how to eliminate discriminatory language and other tips for staying out of legal hot water
- Learn when and why you must require employees to “sign on the dotted line”
Session 4: Improve Readability, Accuracy and the Implementation Process
- Be aware of design mistakes that turn users off
- Achieve consistency from top to bottom, page to page
- Help users locate information in manuals and handbooks — easily and quickly
- Implement an approval loop to protect you later should problems crop up
- Learn the pros and cons of notifying users in person…in writing…or by email
- Follow these trusted guidelines when announcing news you know will be unpopular
- Overcome misunderstandings that can occur in group meetings
Session 5: Diplomatically Handle All Kinds of Resistance
- Learn how to ease employees’ fear and resistance to change
- Handle the unique stressors of implementing dress codes, smoking policies and other emotionally charged guidelines
- Stand your ground when employees claim a rule is silly, unfair or unnecessary
Session 6: Next Steps: Revisions and Online Considerations
- Understand the revision cycle — step-by-step, start to finish — so you can control it
- Work in revisions with a minimum of disruption
- Is it time to change a policy or procedure? Listen to the clues around you
- Learn the advantages and disadvantages of going online with your policies and procedures
- Realize what changes in your procedures and design for online communication (and what doesn’t)