Archive for September 19, 2013

Factors to Include Within Your P & P Framework

Our last two blogs provided questions to answer when developing your Policies & Procedures (P & P) Framework, as well as defining the approach to use for your P & P Initiative.

Here is a partial list of other factors to consider within your P & P Framework:

  • Establish naming conventions for files and document titles.
  • Create standards for commonly used terms and phrases. Example: how will the Staff be referenced in the P & P’s? Will they be referenced as “Employees,” “Associates,” or “Staff?” Standardizing those commonly used terms and phrases reduces confusion.
  • Determine how often documents will be published.
  • Define the maintenance requirements. Example: when will the written documents be reviewed for continued relevance and applicability?

As we discussed in our newsletter, the P & P Framework will provide the blueprint for the implementation and maintenance of your P & P’s. So it is valuable to have as many of the specifications defined as possible.

Aldridge Kerr can assist you in developing your P & P Framework. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.

And, be sure to sign up for our newsletter.

Defining the Approach for a P & P Initiative

A Policies and Procedures (P & P) Framework should not only answer specific questions, but should also define the approach for the implementation of the P & P Initiative.

Defining the approach to use for developing your Policies and Procedures (P & P’s) should consider numerous factors, including but not limited to:

  • Will the P & P Initiative begin with the guiding principles (Policies)? By the way, Aldridge Kerr recommends this!
  • Will the processes be documented into Procedures by: department; most critical processes; those with process improvement needs; or other considerations? Processes can be documented using multiple approaches but it is important to establish the most effective for your organization.
  • Will a Team be assigned to work on the P & P Initiative? It is highly recommended that those folks performing specific tasks not document their own processes. (Those who perform the tasks are typically too close to clearly communicate the specifics of a given process.) Instead use Resources elsewhere either within your organization or by hiring a consulting firm with this expertise?
  • What will be the structure, format, and method of delivering the P & P’s? Establishing templates with the “look and feel” of the related documents is critical to any P & P Initiative.

Aldridge Kerr can assist you in defining the approach to use in developing a P & P Framework. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.

And, be sure to sign up for our newsletter.

What questions should a P & P Framework answer?

In our most recent newsletter on the importance of a Policies and Procedures (P & P) Framework, we discussed how a Framework is needed as the blueprint for any P & P Initiative. To continue our discussions on this topic, here is a list of some of the questions a P & P Framework should answer:

  • Why are Policies & Procedures (P & P’s) needed? There are typically multiple reasons for implementing a P & P Initiative: regulatory requirements; training, reference; process improvement and/or standardization; identification of issues; cross-training; etc. So understanding the reasons for implementing a P & P Initiative should be clearly defined and documented in the Framework.
  • What should be included – and excluded – in the P & P Initiative? Will the Initiative include Desk Instructions or is that out of scope? Will all processes be eventually documented or only those critical to the organization? A clear definition of the scope of the Initiative should be established and documented.
  • What is the timeline for the execution of the P & P Initiative? Aldridge Kerr strongly recommends this be a multi-year effort to reduce disruption, produce faster results, and allow for annual reassessment.

Aldridge Kerr can assist you in developing your P & P Framework. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.

And, be sure to sign up for our newsletter!