Writing Effective Policies and Procedures

Writing policies and procedures is a challenge, even for the experienced technical writer. In order for any organization to function properly, policies and procedures must be clearly written. They need to be accurate, brief, and easy to comprehend. When written correctly, policies and procedures can save time, eliminate frustration, and increase efficiency. This two-day workshop will incorporate the client's existing documents for hands-on review through large group, small group, and individual exercises.

Topics Include

• Knowing the difference between technical and narrative writing
• Following the four steps of development
• Writing with greater clarity and precision
• Avoiding ambiguities
• Identifying what readers need to know vs. what they want to know
• Determining the appropriate level of detail
• Recognizing words to avoid
• Organizing material within an established format/template
• Designing documents for visual appeal
• Creating an error-free document
• Understanding five different types of review
• Addressing resistance to new policies
• Organizing material for procedure writing
• Effective wording for conditional statements
• Writing conditional statements

Seminar Tips

• One of the best ways to engage readers is by telling them what they NEED to know along with what they WANT to know. When a new policy or procedure is introduced, readers are often resistant to change. Increase buy-in by answering anticipated questions before they are asked.
• Writing effective policies and procedures by a team of writers can present special challenges. How can you save time and reduce lengthy discussions and meetings? One way is to establish some ground rules in advance such as deadlines, areas of responsibilities, and a style guide, all of which can greatly reduce friction that may arise.
• Formatting can go along way to increase readability. Primary formats such as a narrative or an outline can be improved when secondary formats such as a Q and A section or a matrix table are embedded in the document.

Who should attend?

• Subject matter experts who are writing policies and procedures for the first time
• Technicians who must document familiar procedures
• Writers who currently are writing policies and procedures and want to improve their skills
• Engineers, scientists, computer specialists, and medical professionals who document objectives for protocols, including deviations, and standard operating procedures (SOPs)