This document provides tips for getting started with policy and procedure documentation. It recommends learning the difference between policies and procedures, using document templates for consistency, utilizing a document management system like SharePoint, communicating new policies to users through various training options, regularly reviewing policies and procedures, and seeking guidance from other professionals experienced in this area. The key lessons are to establish processes for drafting, organizing, maintaining, and updating policy and procedure documentation over time.

1. Getting Started in Policy & Procedure: Lessons Learned
Contact Me!
Jamye Sagan
H-E-B
 Email: jamye.sagan@gmail.com;
sagan.jamye@heb.com
 Twitter: @gimli_the_kitty
 LinkedIn: https://www.linkedin.com/pub/
jamye-sagan/34/164/154
 SlideShare: JLSagan
1. Learn the Lingo
 Policy explains what must take place.
 Procedure states how to enforce the policy.
2. Use Document Templates
Why? Templates
 Help users locate information more easily
 Add credibility and authority to document
 Make it easier to document such information as
revision dates, approvals, and what was changed
3. Make Friends with SharePoint
Disclaimer: Since I work with SharePoint, I can best
speak to it. Feel free to use any other document
hosting system.
 Create a separate document library to
facilitate permission controls.
 Also create another document library for
deleted docs (to capture consolidation victims)
 Enable versioning capability so you can retrieve
prior versions upon request.
 Use major and minor (draft) versioning -
minor for collaboration, major for published
versions.
 Require checkout of documents before
editing - only one paw in the honey pot at a time!
 Designate permission levels. Only you and a
select few should have full access. General
readers should have read only access
 Set up categories/sub-categories to sort
documents.
 Use comments feature to document what was
revised, as you upload newer versions.
4. Spread the Word
 Let the users know the new or revised policy is
out there!
 Training and communication options include:
email, memo, conference call or webinar, job
aid, eLearning module, and instructor-led
training.
 Select one or as many as you need to convey the
message.
So you have been asked to help devise
and maintain policy and procedure
(P&P) documentation 
congratulations! Your technical
communicator superpowers will make
you a super asset in this field.
Here, I will share with you six things I
learned when getting started in P&P.
Which options are best?
 Use existing internal communication channels
when possible.
 Consider:
 Timeframe: How much time do you have
from policy creation to complete compliance?
 Budget: What funds do you have to
implement any of the training or
communication options?
 Regulatory/legal requirements: What’s
required to show compliance? What signoff is
required by the user?
5. Review, Review, Review!
P&P documents are living and breathing creatures.
Review them to make sure content remains current.
 Establish regular review sessions with
stakeholders to review P&P documents.
 How often? At least annually.
6. Learn from Others
This is perhaps the MOST IMPORTANT TIP of all -
something I wish I had known when I began
working with P&P
 Engage with other professionals within your
company - ask HR for assistance.
 Policies & Procedures SIG:
http://www.stc-pp.org/
 LinkedIn groups:
Search Policies and Procedures
 Add these books to your library:
 Page, Stephen B. Achieving 100%
Compliance of Policies & Procedures
(Process Improvement Publishing), 2000.
 Page, Stephen B. Best Practices in Policies
and Procedures (Process Improvement
Publishing), 2000.
 Page, Stephen B. Establishing a System of
Policies and Procedures (Process
Improvement Publishing), 2002.