The purpose of writing policies, procedures and processes (PPP) is to assist teams to manage their responsibilities. This could be an event, performing a Sales Order, or raising an invoice. The process steps help teams focus on the performance and principles of a business. 

To write a new process, or update a process requires an analysis of the process As-is to allow users to identify where there are gaps and where to update the information. Then the focus becomes what is To-Be.

1. Involve staff members and business teams by asking for their input.

    • Staff members can inform the author what has worked or failed in the past.
    • Employees are aware of what will make them more productive in performing their jobs.

2. Ensure the title reflects the content of the procedure

The policy title questions:

    • The title description must reflect the content
    • Be accurate enough to show the primary contents of the policies
    • Is the title user-friendly?
    • Will staff understand the content not familiar with the PPP?
    • Are the keywords and illustrations efficiently used to assist the reader

3. Identify the purpose of the procedure

    • Outline the purpose of the document, the intent.

4. Define the policy statement

    • The policy statement must outline and define the ways an organisation will conduct business during an Event, (Incident, Disaster Recovery).
    • The policy must identify the go-to person for specific information regarding a particular issue.

5. Outline the procedures for the policies of your business.

    • The procedures must be current and show a step-by-step outline of activities that will affect the business now.
    • The steps must be in a sequence the user follows to get the same desired results.
    • The steps will give an endpoint to allow the user to know when to expect the results.
    • The policies will outline the department responsible for handling which functions.

6. Create a Glossary

    • A glossary ensures consistent use of terminology to avoid confusion
    • The user needs to understand the writer’s intent
    • Include reference information to clarify statements, if required
    • Write in a tone that fits your business environment
    • Proofread document for errors or omission
    • Check illustrations for clarity and format
    • Ask each department to review its section for accuracy
    • Add the date and note revision or final draft on the first page