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

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

Five Essential Components of an Effective Policies & Procedures Program

– Raymond E. Urgo

Question asked of us

Our organization desperately needs to establish formal policies, procedures, and standards, but what actually makes up an effective policies and procedures (P&P) program?

Five essential components

The five essential components that ensure an effective P&P program include the

  • organizational documentation process
  • information plan or architecture
  • documentation approach
  • P&P expertise, and
  • technologies (tools).

Definition of P&P program

A policies and procedures (P&P) program refers to the context in which an organization formally plans, designs, implements, manages, and uses P&P communication in support of performance-based learning and on-going reference.

Description of components

The five components of a formal P&P program are described below:

  • An organizational documentation process which describes how members of the organization interact in the development and maintenance of the life span of P&P content
  • The information plan or architecture which identifies the coverage and organization of subject matter and related topics to be included
  • The documentation approach which designates how P&P content will be designed and presented, including the documentation methods, techniques, formats, and styles
  • The P&P expertise necessary for planning, designing, developing, coordinating, implementing, and publishing P&P content, as well as the expertise needed for managing the program and the content development projects
  • The designated technologies for developing, publishing, storing, accessing, and managing content, as well as for monitoring content usage.

Implementing components

Every organization is usually at a different maturity stage for their P&P investment. Therefore, before establishing or enhancing a current P&P program, it is important to obtain an objective assessment of the organizational maturity, including where your P&P program is now and where it needs to be in the future. Once the maturity level is established, it is then necessary to develop a strategic P&P program plan. The strategic plan will enable your organization to achieve the necessary level of maturity for each component and ensure that your organization will maximize the value of its P&P investment.

Conclusion

Organizations with informal P&P programs do not usually reap the benefits that formal P&P programs provide. An effective P&P program must include five components. It is essential to have an objective P&P program assessment to determine the existing P&P maturity grade and where it should be. The P&P strategic plan is the basis for achieving a higher level of performance in your P&P program.

Related articles

For objective advice and best practices to establish or improve your formal policies and procedures program to enhance organizational performance, contact Urgo & Associates.