*Writing & Speaking for Results1 Basic Tool Box for Writing Policies & Procedures MJ Brenne

*Writing & Speaking for Results*Writing & Speaking for Results 11

Basic Tool Box for Writing Basic Tool Box for Writing Policies & ProceduresPolicies & Procedures

MJ BrenneMJ Brenne

Policies & ProceduresPolicies & Procedures

PoliciesPolicies state standards and establish state standards and establish guidelines that determine conduct of guidelines that determine conduct of employees, suppliers and other partners.employees, suppliers and other partners.

Procedures Procedures tell employees, suppliers and tell employees, suppliers and other partners how to do a task or other partners how to do a task or conduct a process to meet the conduct a process to meet the guidelines and standards.guidelines and standards.



Writing Rule #1Writing Rule #1

People Do Not Want…People Do Not Want…

……to be less informed. They to be less informed. They want to be more informed with want to be more informed with

less information!less information!

6 Tools to Help Your Reader6 Tools to Help Your Reader

1.1. Framing TemplateFraming Template

2.2. Purpose StatementPurpose Statement

3.3. Picture NounsPicture Nouns

4.4. Active VerbsActive Verbs

5.5. Reader’s Language Reader’s Language

6. 6. Person-to-PersonPerson-to-Person


#1. Policy Template#1. Policy Template


Purpose

Scope

Policy

References

Appendices


#3-4. Write with Clear Style#3-4. Write with Clear Style

Use Use Picture Nouns.Picture Nouns.

Use Use Active VerbsActive Verbs..

Use Actor Use Actor Action Action Acted upon Acted upon sequence.sequence.


Picture NounsPicture Nouns

deskdesk chairchair departmentdepartment proposalproposal

we, you, theywe, you, they pencilpencil telephonetelephone managermanager


Fuzzy NounsFuzzy Nouns

integrationintegration formulationformulation beginningbeginning effectivenesseffectiveness

probabilityprobability anticipationanticipation aspectaspect practicepractice


Active vs. Passive VerbsActive vs. Passive Verbs

Markon Pharma Markon Pharma promotes promotes outsourcing.outsourcing.

Markon Pharma has Markon Pharma has established a global established a global production system.production system.

Outsourcing is Outsourcing is promoted by Markon promoted by Markon Pharma.Pharma.

A global production A global production system has been system has been established by established by Markon Pharma.Markon Pharma.


Procedures: DefinitionsProcedures: Definitions

ProcedureProcedure – the document – the document ProcessProcess – a method of doing something, – a method of doing something,

involving a number of steps or involving a number of steps or people people

InstructionsInstructions – step-by-step directions – step-by-step directions TaskTask – An activity performed by one – An activity performed by one

personperson

Procedures TemplateProcedures Template

PurposePurpose ScopeScope Terms & DefinitionTerms & Definition Related documentsRelated documents ResponsibilitiesResponsibilities ProcedureProcedure AttachmentsAttachments



The Purpose The Purpose

This procedure describes the….This procedure describes the….

After completing this work After completing this work instruction, you will be able to….instruction, you will be able to….

#5. Write Person-to-Person#5. Write Person-to-Person

Use the terms Use the terms wewe and and youyou liberally. liberally.

Use Use you understood you understood by starting by starting with a active verb.with a active verb.

Example: Click on the Insert tab.Example: Click on the Insert tab.


#6. Reader’s Language#6. Reader’s Language

Abbreviate after spelling technical terms. Abbreviate after spelling technical terms.

Good Manufacturing Practices (GMP)Good Manufacturing Practices (GMP)

Avoid alphabet soup with a Avoid alphabet soup with a glossary of glossary of termsterms

Is English your reader’s Is English your reader’s

first language?first language?



Formatting DocumentsFormatting Documents

Set adequate marginsSet adequate margins

Justify left margin, ragged rightJustify left margin, ragged right

Choose an easy-to-read type font Choose an easy-to-read type font and size and size

:

6 Tools to Help Your Reader6 Tools to Help Your Reader

1.1. Framing TemplateFraming Template

2.2. Purpose StatementPurpose Statement

3.3. Picture NounsPicture Nouns

4.4. Active VerbsActive Verbs

5.5. Reader’s Language Reader’s Language

6. 6. Person-to-PersonPerson-to-Person
