Reference sheet for "Getting Started in Policies and Procedures" presentation slides

1. Getting Started in Policy & Procedure: Lessons Learned
Contact Me!
Jamye Sagan
H-E-B
 Email: jamye.sagan@gmail.com;
sagan.jamye@heb.com
 Twitter: @gimli_the_kitty
 LinkedIn: https://www.linkedin.com/pub/
jamye-sagan/34/164/154
 SlideShare: JLSagan
1. Learn the Lingo
 Policy explains what must take place.
 Procedure states how to enforce the policy.
2. Use Document Templates
Why? Templates
 Help users locate information more easily
 Add credibility and authority to document
 Make it easier to document such information as
revision dates, approvals, and what was changed
3. Make Friends with SharePoint
Disclaimer: Since I work with SharePoint, I can best
speak to it. Feel free to use any other document
hosting system.
 Create a separate document library to
facilitate permission controls.
 Also create another document library for
deleted docs (to capture consolidation victims)
 Enable versioning capability so you can retrieve
prior versions upon request.
 Use major and minor (draft) versioning -
minor for collaboration, major for published
versions.
 Require checkout of documents before
editing - only one paw in the honey pot at a time!
 Designate permission levels. Only you and a
select few should have full access. General
readers should have read only access
 Set up categories/sub-categories to sort
documents.
 Use comments feature to document what was
revised, as you upload newer versions.
4. Spread the Word
 Let the users know the new or revised policy is
out there!
 Training and communication options include:
email, memo, conference call or webinar, job
aid, eLearning module, and instructor-led
training.
 Select one or as many as you need to convey the
message.
So you have been asked to help devise
and maintain policy and procedure
(P&P) documentation 
congratulations! Your technical
communicator superpowers will make
you a super asset in this field.
Here, I will share with you six things I
learned when getting started in P&P.
Which options are best?
 Use existing internal communication channels
when possible.
 Consider:
 Timeframe: How much time do you have
from policy creation to complete compliance?
 Budget: What funds do you have to
implement any of the training or
communication options?
 Regulatory/legal requirements: What’s
required to show compliance? What signoff is
required by the user?
5. Review, Review, Review!
P&P documents are living and breathing creatures.
Review them to make sure content remains current.
 Establish regular review sessions with
stakeholders to review P&P documents.
 How often? At least annually.
6. Learn from Others
This is perhaps the MOST IMPORTANT TIP of all -
something I wish I had known when I began
working with P&P
 Engage with other professionals within your
company - ask HR for assistance.
 Policies & Procedures SIG:
http://www.stc-pp.org/
 LinkedIn groups:
Search Policies and Procedures
 Add these books to your library:
 Page, Stephen B. Achieving 100%
Compliance of Policies & Procedures
(Process Improvement Publishing), 2000.
 Page, Stephen B. Best Practices in Policies
and Procedures (Process Improvement
Publishing), 2000.
 Page, Stephen B. Establishing a System of
Policies and Procedures (Process
Improvement Publishing), 2002.