How to write a great policy

Writing an effective policy is crucial for any organisation. A well-crafted policy provides clear guidelines for people and technology, and fosters a culture ready for continuous improvement. By explaining the "what" and "why" at the top of every policy, you give your team valuable context, helping them understand the intent and the current solution, making the policy more effective and easier to follow.

Here’s our quick, friendly guide on how to write a great policy.


Components of an effective policy

Every policy should include the following components:

    .1Goal
    .2Why
    .3Policy
    .4Gaps
    .5Feedback


Implementing continuous improvement

To create a setup where policy is defined, clearly understood, and can be improved through suggestions, follow these steps:

  • Communicate clearly: Ensure that each policy is communicated clearly to all relevant team members. Use straightforward language and avoid jargon.
  • Encourage engagement: Foster an environment where feedback is encouraged and valued. Let your team know that their input is crucial for refining and improving policies.
  • Review tegularly: Schedule regular reviews of all policies to incorporate feedback and address any identified gaps. This helps in keeping the policies relevant and effective.
  • Be transparent: When a policy is updated, communicate the changes and the reasons behind them to the team. This maintains transparency and reinforces the importance of continuous improvement.


Sample policy structure: A step-by-step example

To illustrate how to structure a policy effectively, let's break down each component with an example.


1. Goal

Start by clearly defining the goal of the policy. What is this policy aiming to achieve? This provides a clear direction and helps everyone understand the purpose behind the policy.

Example: Goal: To ensure all employees use secure passwords to protect company data.


2. Why

Next, explain why this goal is important. Providing the rationale behind the policy helps the team see its value and understand the reasoning behind it.

Example: Why: Strong passwords are crucial for protecting sensitive information from cyber threats and ensuring the security of our systems.


3. Policy

This is the core of your document where you outline the actual rules and guidelines. Be clear and concise, and ensure the policy is easy to understand and implement.

Example: Policy: All employees must create passwords that are at least 12 characters long, including a mix of upper and lower case letters, numbers, and special characters. Passwords should be changed every 90 days.


4. Gaps

Identifying gaps is crucial, especially in IT environments where not every policy can be fully enacted through technology. Acknowledge any limitations or areas that need further development. This honesty helps in setting realistic expectations and preparing for potential issues.

Example: Gaps: Currently, our system does not enforce automatic password changes every 90 days. Employees will need to manually update their passwords until this feature is implemented.


5. Feedback

Encourage feedback from anyone reading the policy. This creates a culture where policies are continuously improved based on practical insights and suggestions from the team.

Example: Feedback: If you have any suggestions for improving this policy or encounter any issues, please contact the IT department or submit your feedback through the company intranet.


Policy on automatic email signatures

Goal: To ensure all outgoing emails maintain a professional and consistent appearance, reinforcing our brand identity.
Why: A uniform email signature helps promote the company’s brand, provides essential contact information, and adds a level of professionalism to our communications.
Policy: All employees must use the company-provided email signature template in all outgoing emails. The template includes the employee’s name, position, contact details, and the company logo.
Gaps: Currently, the email system does not automatically enforce this policy. Employees need to manually update their email settings to include the signature template.
Feedback: If you have any suggestions for improving the email signature template or encounter issues in setting it up, please contact the IT department or submit your feedback through the company intranet.


Policy on video off by default in video meetings

Goal: To respect participants' privacy and reduce bandwidth usage during video meetings.
Why: Starting meetings with video off by default ensures that participants have control over their privacy and helps to conserve internet bandwidth, leading to smoother meeting experiences.
Policy: All video meetings scheduled through the company’s conferencing software will have video turned off by default. Participants can choose to turn on their video if they prefer.
Gaps: Some users may forget to turn on their video when needed for certain types of meetings, such as client presentations. Reminders may be necessary in these contexts.
Feedback: If you have any suggestions for improving this policy or encounter issues, please contact the IT department or submit your feedback through the company intranet.


Policy on CRM bulk email approval

Goal: To prevent spam and ensure that all bulk emails sent through our CRM system meet quality and compliance standards.
Why: Requiring approval for bulk emails helps protect our contacts from spam, ensures compliance with email marketing regulations, and maintains the company’s reputation.
Policy: All bulk email campaigns created in the CRM system must be approved by the marketing manager before being sent. The approval process includes a review of the email content, recipient list, and compliance with relevant regulations.
Gaps: The current system does not block unapproved bulk emails automatically. Employees must submit their campaigns for review and wait for approval.
Feedback: If you have any suggestions for improving this policy or encounter issues with the approval process, please contact the marketing manager or submit your feedback through the company intranet.



Conclusion

Writing a great policy is about more than just setting rules; it’s about providing context, encouraging feedback, and continuously improving. By clearly defining the goal, explaining the why, outlining the policy, identifying gaps, and encouraging feedback, you can create effective policies that evolve with your organisation’s needs.

This is essential for aligning people and technology, creating a clear set of policies that your team engage with and understand, allowing technology resource to understand and align with your intention, and identify gaps.

Embrace the principle of continuous improvement to ensure your policies remain relevant, practical, and beneficial for your team. Get in touch with  team@yopla.co.uk  to learn more.