How to Produce Procedure Manuals Part 1 – Framework
Putting the Plan to Action
At this stage, the Committee should instruct the Department Heads, Supervisors or Senior Staff to list down the functions of their departments and elaborate these functions in detail. ‘Bulleted’ points style will suffice. These people can either opt to delegate this ‘information gathering’ phase to subordinates in their charge or do it themselves. Whichever way they choose, the gathered information must be accurate and within a specified timeline set by the Committee.
The next step is to appoint a Policy Writer. This person is the key person that compiles the relevant data collected by the Committee from the various Dept. Heads, Supervisors and such for the Procedure and Policy Manual. I will explain this role further in my next article, Part 2 – The Policy Manual Writer.
It’s good to remember, that a proper Policy & Procedures Manual must be compartmentalised, exact, informative, clear and well organised. The ‘information gathering’ phase determines how well the written Policy Manual becomes – the more complete the data the more comprehensive the written policy and procedures is.
Before I end here; let me say that publishing a Procedures and Policy Manual isn’t difficult. All that is required is proper planning, valid details, good grammar (whichever language used), and written in a simple ‘User Guide’ type style. It’s not meant to be an entertaining read but if one can be creative in that sense then all the better for it…..But nobody expects it to be so don’t be concerned.
Upcoming article; Part 2 : ‘The Policy Manual Writer’.