Whether for business, offices, firms, or organizations, the Policies and Procedures Manual is very important since it will define how various tasks are carried out, which people will supervise the tasks, and what protocols should be followed in carrying out the tasks. Here’s how you can create your own policies and procedures manual for your company, office, or organization.
- Organizational outline. Start by defining the outline of the organization. Determine the primary tasks and functions that the company or organization needs to carry out. Usually, there should be a department for finance, a department for advertising, a department for production, et cetera. If you have a smaller firm, you can choose not to have separate departments but simply assign one or two people for each crucial task for the organization. If you will use the department model, you will need to create an executive committee that is made up of the heads of the various departments. If the organization is smaller, you can choose to simply assign three to four people to oversee the entire organization.
- Heads. Make sure to assign heads to each department or committee, and to assign supervisors working for the department heads, if you are working with a large company. This will facilitate easier work flow and will make it easier to oversee each worker.
- Tasking. Next, consider all of the tasks that your company needs to fulfill. You have already created the outline for the various departments, which will be the basic categories of tasks. The next step is to elaborate on the particular tasks for each department. For example, the finance department has specific tasks such as accounting for the money, budgeting, and approving the proposals for budget sent in by other committees and departments. How this will be carried out should be clearly defined in the manual.
- Protocol. You should also create protocols for all of the company’s other functions. For example, there should be protocols or rules to follow when it comes to assessing the members in the company. There should also be protocols in hiring, in promoting, in demoting, in getting clients, in outsourcing, et cetera. Be as detailed as you possibly can. Keep in mind, however, that you will not be able to predict everything that will happen to the company or organization. This means that you should allow some room for revision in the manual as your company faces new experiences.
- Review. Review the manual after all of the policies have been written down. Usually, the executive committee will review the manual, and should be approved by the entire board. During the review, it is not uncommon for members of the committee to revise or suggest new entries in the manual. Take all of these into consideration so that a more accurate and efficient manual will be made.
- Editing. Note down all of the revisions that the committee wants on the manual, and edit the manual accordingly. Once the final copy of the manual has been approved, print the manual and distribute copies to all departments and committees.
With a policies and procedures manual, you can make your company or organization more efficient. These steps should land you a manual that is tailored for your company.