Workshop Leslie T. White Blue Ridge Adaptive Snow Sports May 15, - - PowerPoint PPT Presentation

Policy Writing Workshop

Leslie T. White Blue Ridge Adaptive Snow Sports May 15, 2016

To explore benefits & concerns of

policies & procedures

To define terms To learn how to write effective policies

& procedures

To develop plan for implementation

and review process

Consistency Transparency Accountability Quality Management

Unwritten practices become

informal policies

Someone else is setting the

standard

Inconsistency Inefficiency

If none exist . . .

Not enforced Enforced inconsistently Unenforceable

When done badly . . .

Increased liability exposure Decreased efficiency and efficacy Violations of laws or regulations Uncontrolled costs

Guidelines, intentions and plans

for WHAT an organization proposes to do. Implies choices - defining one action as appropriate while another is not.

A Guide for the Development of Policies and Procedures in Ontario’s Community Literacy Agencies, Volume Two, Fiona Huebner, Community Literacy of Ontario, 2000.

WHAT organization intends to do

 Strategic – developed relative to vision,

mission and strategic objectives

 Principle, guideline or rule to guide

decision & achieve desired outcomes

 Key determinants of quality – what really

drives quality

Identify Need State Goal or Purpose Gather Information Develop & Write

Review Obtain Management Approval Legal Review (If Needed) Board Approval (If Needed)

Implementation

 Identify key determinants of quality

 Confidentiality  Health & Safety (or security)  Decision making  Equitable practices  Responsible, accountable

management

 Duty of care  Clients/participants  Staff  Service standards

What really drives quality in your services & organization?

 Outline of steps for HOW the organization’s

wishes and intentions (policies) are to be carried out

HOW are you going to do things!

 Guideline

 Suggested way of doing something. No

sanctions if not followed

 Rule

 A principle or regulation governing conduct,

actions, procedures, arrangements, etc.

 A prescribed guide for conduct or action

(acceptable behavior)

 Sanctions if not followed

 Standard

 Any definite rule, principle or measure

established by authority, custom, or general consent.

 Has liability implications

 For each policy identify procedures,

guidelines, rules or standards needed

 Best practices  What do other nonprofits do?  Governmental requirements, regulations, rules  Strategic plan, vision, mission, values, philosophy,

& culture

 Volunteers, employees, board, clients, donors and

any other stakeholders

 Gather information – internal &

external

 Define purpose or function of

procedure

 Review alternatives & options

for how to do the procedure

 Assess all possible impacts of

policy/procedure (unintended consequences)

 Target audience – who it applies to  Who is responsible for the

procedure

 Who must approve  Time frame & deadlines for

procedure

 Effective date  Consequences for non-compliance  How & who can make exceptions  How to monitor effectiveness

Header

• 1. Purpose
• 2. Scope
• 3. Prerequisites
• 4. Responsibilities
• 5. Procedure
• 6. References
• 7. Definitions

 Do we have the resolve & resources to

follow this policy?

 Is the policy:

 Logical  Practical  Intuitive

 Is it understandable?  Is it efficient?

 Know your audience - management,

employees, volunteers, clients, etc.

 Reflect management style & culture  Why & when will user likely this need

information

 Write in clear, concise, simple

language

 Avoid jargon & overly technical

descriptions

 Be consistent - Use same words

throughout

 If use acronym spell it out the 1st time  Don’t include information that will be

quickly outdated (names, fees, etc.) Say what you mean, mean

what you say

 Properly define time period  Calendar - Define day (calendar, workday)  Lists - Is list inclusive or “includes but not

limited to”?

Can - To know how to; to be able to May - A possibility, opportunity or

permission

Shall - Imperative, implies a

command, must

Will - Future action; going to

 Distribution system  Need for employee/volunteer

acknowledgement

 Orientation and training programs

 Managers & supervisors  Other personnel

 Monitoring techniques

 Establish techniques for monitoring  Establish standards & results  Compare actual to expected results  Revise when:

 Circumstances change  Actual results deviate significantly from

expected results  Plan to implement revisions

Leslie T. White 410-544-0913 Email: Lwhite@croydonconsult.com