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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.
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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
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#1. Policy Template#1. Policy Template
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Purpose
Scope
Policy
References
Appendices
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#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.
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Picture NounsPicture Nouns
deskdesk chairchair departmentdepartment proposalproposal
we, you, theywe, you, they pencilpencil telephonetelephone managermanager
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Fuzzy NounsFuzzy Nouns
integrationintegration formulationformulation beginningbeginning effectivenesseffectiveness
probabilityprobability anticipationanticipation aspectaspect practicepractice
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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.
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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
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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.
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#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?
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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
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