The Challenge
One of the greatest challenges in writing rule-based material is getting people to read and then follow the rules. They can be full of complexity and present a ‘wall of information’ making it hard for a reader to find the information they are seeking. The ideal policy is 2-3 pages long although detailed standards and guidelines often need to be much longer than this.The Solution
In order to be effective, best-practice policies should:- be concise so they can be remembered (ideally 2-3 pages)
- be consistent with corporate values and the reader’s moral thinking
- state the rules rather than how to implement them
- be cohesive – internally consistent
- be flexible enough to handle changing conditions and a variety of applications without needing to be rewritten.
- focus on the rules and describe what should or must be done rather than what not to do
- make it clear what must be done (required) vs what should be done (recommended)
- make it easy for the reader to find relevant information
- make important, critical information stand out.
What Does Best Practice Look Like?
Below are examples from policy documents before and after best practice was implemented.BEFORE – a wall of words.
AFTER – easier to read and skim.
BEFORE – complex criteria, need to look in several places to find information.
AFTER – requirement stated clearly, all information where it is needed.
Accepting invitations under $300
If an employee receives an invitation valued at under $300 and intends to accept it, the employee must ask the questions outlined in Annexure A – Gifts, Benefits and Invitations Flowcharts to confirm that it is appropriate to accept the invitation. If the invitation is appropriate to accept, the employee should accept the invitation via email with a cc to advise their manager/supervisor and the Governance, Risk & Compliance Inbox.”
Gifts under $300
“Generally, a gift or offer of entertainment of a value of up to $300 can be accepted if you and your manager agree that it
- is not associated with fraudulent activity
- does not create a conflict of interest or damage the reputation of Company
- is not inconsistent with our values.”
Code of Conduct BEFORE – long list of items to comply with.
Code of Conduct AFTER – short, clearly explained requirements.
See How Your Documents Can Be Improved
For 25 years TechWriter has helped businesses improve their documentation. We use a structured approach to designing, writing and reviewing documents and online content, based on international research into how people read and absorb information.
Do you want to see how your documents can be improved? Send us one of your typical documents and we will benchmark it against best practice – at no cost to you, of course.
