The Writing Format - The Heart of a Policies and Procedures System

The authorship formatting is a critical constituent of any successful policies and processes system. And more than importantly, the authorship formatting must be consistently applied across both policies and processes and must put out content in an easy-to-read and understand format. Using the adage, "Practice do perfect" uses in this situation. Practice makes not do perfect unless it is right practice. Given the same logic, the authorship formatting is not acceptable unless it rans into all the criteria of being a successful and effectual authorship format.

A "writing format" is a construction or lineation formatting for presenting policies and processes in a logical order that is easily understood by readers. The authorship formatting put out the content of any policy or process written document and shows a logical reading sequence. The section-formatted construction can guarantee consistence among policy and process documents.

The ideal authorship formatting is when there is no differentiation made between a policy and process document. As the reader might guess, this would work out many jobs and do publication, communication, and preparation easier. How is this done? Write a single document, e.g., traveling disbursal study or purchase requisition, and don't name it as a policy or a process document. Rather, usage a authorship formatting that incorporates a policy statement as one of the pre-defined, core sections; now, the guidelines of the written document are directed by the embedded policy statement. The readers are pleased with this solution because now they don't have got to mention to divide policy and process manuals for similar content. In the illustrations below, the policy statement is the 3rd subdivision of the preferable "pre-defined sections" authorship format.

There are three popular authorship formatting styles, one of which stand ups apart from the others: (1) pre-defined sections; (2) free-flowing role construction or Playscript; and (3) free-flowing writing. The 3rd authorship format, free-flowing writing, is really no formatting at all. And unfortunately, many companies today usage this "free-flowing writing" formatting (probably owed the deficiency of knowing that a authorship formatting templet might exist). In this format, the content is written in a random, inconsistent manner. The reader is never certain about the starting or ending point of the policy or process document. This method is often referred to as the "Paragraph-style" of authorship and generally go forths the reader guessing the intent and importance of the policy or process document. This is NOT the behaviour the policy and processes author desires from the reader.

The 2nd authorship format, the "free fluent function structure," is often referred to as "Playscript." Literally, "Playscript" mentions to dialogue, a dramatic composition, or a screenplay. Policy and process authors utilize the "role" method adapted from the Book formatting where the function is stated in the first column and the action is stated in the 2nd column of a two-column layout. The advocates of this formatting reason that the reader doesn't necessitate to cognize everything about the "who, why, what, where, and how" of every policy or process document. The oppositions reason that the Book method is cumbrous and go forths the reader clueless as to the purpose of the policy or process document. This is simply not a good formatting for documenting concern processes.

The first authorship format, "Pre-Defined Sections" is the easiest authorship formatting for the reader to understand because the formatting dwells of pre-defined, pre-approved sections that are used in every policy or process written and published. Consistency is quickly achieved. The seven core subdivisions of the "Pre-Defined Writing Format" are Purpose, Scope, Policy, Definitions, Responsibilities, Procedures, and Revision History. Content, properly added into these sections, supply the "who, what, why, where, and how" of concern processes and assist to do up the matter of policies and procedures alike. Depending on the industry, the policy and processes author might add sections, e.g., background, references, or disciplinary actions for non-compliance.

A policy and process system without a consistently designed, and applied, writing formatting is probably broken, obsolete, or ignored by its readers. The authorship formatting includes the chemical mechanism for capturing ideas, workflows, solutions, forms, and any auxiliary information about concern processes, in one place. An effectual authorship formatting templet incorporates the same core subdivisions each and every time; there is never a deviation.