Mastering the Art of Policy Writing
Let’s be honest: writing policies isn’t exactly the most glamorous task. But whether you’re running a small business, managing a team, or just trying to make sure things don’t fall apart, having clear, concise policies can save you a ton of headaches down the road. Policies are like the unsung heroes of any organization—quietly keeping things organized, fair, and on track.
But how do you write a policy that doesn’t put people to sleep or, worse, end up gathering dust because no one wants to use it? Here’s a casual guide to help you nail the process without losing your mind.
1. Know Your Purpose
First things first: why are you writing this policy? Is it to comply with regulations, streamline operations, or set clear boundaries? A good policy has a clear purpose and solves a specific problem. If you don’t know the “why” behind it, you’re just creating paperwork no one needs.
Let’s say you’re writing a work-from-home policy. The purpose might be to ensure productivity while giving employees flexibility. Keeping that goal in mind will help you stay focused and avoid adding unnecessary fluff.
2. Keep It Simple
No one’s going to read (or understand) a policy filled with jargon, legalese, or mile-long sentences. Write like you’re explaining it to a friend over coffee. Use plain language and short paragraphs. Remember, the goal is clarity, not showing off your vocabulary.
For example:
Don’t write: “Employees shall heretofore adhere to stipulated guidelines with regards to telecommunication practices.”
Do write: “Employees must follow these guidelines when working from home.”
See the difference? Simple is better.
3. Structure It Right
A good policy isn’t just about what you say—it’s also about how you say it. A logical structure makes it easier for people to find the information they need. Here’s a basic framework you can use:
Title: Keep it short and clear (e.g., “Work-from-Home Policy”).
Purpose: Why does this policy exist?
Scope: Who does this policy apply to?
Policy Details: The main rules and guidelines.
Responsibilities: Who’s in charge of what?
Procedures: Steps people need to follow.
Contact Information: Who to ask if there’s a question.
This structure isn’t set in stone, but it’s a great starting point.
4. Be Specific
Vague policies are like bad directions—they leave people confused and frustrated. Instead of saying, “Employees should submit reports in a timely manner,” specify what “timely” means. Is it within 24 hours? By the end of the week? Being specific eliminates guesswork and ensures everyone’s on the same page.
5. Get Input from Others
You don’t have to do this alone! Involve the people who will actually be using the policy. They’ll often spot gaps or issues you might have missed. Plus, getting their input makes them more likely to follow the rules because they’ve had a say in shaping them.
For instance, if you’re drafting a dress code policy, talk to your team about what they find reasonable. You might think banning sneakers is a good idea, but if half your staff lives in them, you’ll need to reconsider.
6. Think About Tone
The tone of your policy matters more than you think. If it’s too formal, it can feel stiff and unapproachable. Too casual, and it might not be taken seriously. Aim for a friendly but professional tone that matches your organization’s culture.
For example, instead of saying, “Employees must at all times maintain a professional demeanor,” try something like, “We expect everyone to act professionally and treat others with respect.”
7. Use Examples
Sometimes, policies can be tricky to interpret, especially if they deal with complex issues. Adding examples can help clarify things. For instance, in an anti-harassment policy, you could include scenarios that illustrate acceptable and unacceptable behavior. It makes the policy feel more practical and relatable.
8. Review and Revise
No policy is perfect on the first try. Once you’ve drafted it, take a step back and review it with fresh eyes. Better yet, get someone else to read it and give feedback. Ask questions like:
Is it easy to understand?
Does it cover everything it needs to?
Are there any potential loopholes?
Don’t forget to review your policies regularly, especially if laws or organizational needs change. A policy that’s outdated is as good as no policy at all.
9. Communicate It Effectively
Writing a great policy is only half the battle. The other half is making sure people actually know about it. Share it in a way that’s accessible to everyone, whether that’s through a company handbook, an internal website, or an email announcement.
And don’t just dump it on them and call it a day. Take the time to explain the policy, why it’s important, and how it will affect them. The more context you provide, the more likely they are to understand and follow it.
10. Be Ready to Enforce It
Policies are only useful if they’re enforced consistently. If you let things slide, people will quickly lose respect for the rules. Make sure everyone knows what happens if the policy is violated and follow through when necessary. Fair and consistent enforcement is key to maintaining trust and accountability.
Final Thoughts
Writing policies might not be the most exciting part of your job, but it’s one of the most important. A good policy is like a roadmap—it helps guide your team, set expectations, and keep things running smoothly.
So, embrace the challenge! Keep it clear, simple, and practical. And remember, the best policies aren’t just words on a page; they’re tools that help your organization thrive.
