P&P Policies and Procedures Consulting
P&P Policies and Procedures Consulting

Subscribe to
The Policies & Procedures Authority Newsletter

The Policies & Procedures Authority – The newsletter about the art of transforming workplace learning and performance through Policies & Procedures Communication

Is Your Organization’s Policies & Procedures Investment Ready for an Assessment?

– Raymond E. Urgo

What should organizations do?

What should organizations do about their policies and procedures (P&P) that home owners, car owners, and others do to manage their investments and other assets? The answer is to conduct a periodic assessment to objectively understand the current status, set goals, and implement necessary improvements. An assessment is a critical factor for managing an organization’s policies and procedures investment, whether it is formal, informal, or under consideration.

Selecting a qualified consultant

To prepare for a P&P assessment, select a qualified consultant—a professional who will partner with you to ensure the assessment is completed professionally and objectively. The consultant should have solid expertise in the following:

  • Principles and methods of program evaluation
  • Partnering with clients to plan assessments and implement recommendations
  • Research trends in P&P communication, technical communication, performance-based communication, content development, and organizational transformation
  • P&P programs across industries to ensure best practices
  • Ability to “grade” the assessment based on a P&P program maturity model.

Planning the assessment

Your consultant should partner with you to plan the assessment as follows:

Establish objectives
Establish assessment objectives—the outcomes necessary to improve the P&P program. For example, objectives may include more efficient development and delivery of P&P content, or determining whether the P&P program should be centralized or decentralized to meet changing organizational needs.

Define the scope
To achieve the assessment objectives, define the scope of the assessment based upon five functions of P&P programs:

  • Managing P&P programs—Assessing the rationale, value, and need for the P&P program, as well as the expertise required to develop the content and manage the program
  • Managing P&P content development—Assessing the process used to request, develop, and maintain the content, including planning, technology, and project management
  • Analyzing and designing P&P content—Assessing the approach to plan and structure the organization’s collection of P&P content
  • Communicating P&P content—Assessing the approach, methods, techniques, formats, styles, and technologies to present and deliver content to users
  • Validating the P&P content—Assessing how content is authorized for release, the usefulness and usability of content by users, and its impact within the organization.

Determine approach and follow-up consultations
Determine how the assessment will be customized and conducted based upon the assessment objectives and scope, your organization’s operations, and the available funding. The consultant should provide advice about the following:

  • Methods and techniques to gather and review information and validate findings
  • How and to whom he/she will report findings and recommendations
  • Follow-up consultations to ensure buy-in and on-going support to implement changes.

Conclusion

To ensure your P&P investment adds value to your organization, it is important to partner with a qualified P&P consultant to plan and conduct the assessment and provide follow-up consultation.


For a customized assessment that provides a maturity grade for your organization’s policies and procedures program and ensures current and potential value to the organization’s investment, contact Urgo & Associates.