The Difference Between Policy and Procedure Documents Explained
Policy and procedure documents are the roadmaps and rulebooks of any organization, guiding teams to compliance and efficiency. But what makes them distinct, and how can you leverage each to the benefit of your company? We'll dive deep into the definitions, differences, and applications of policies and procedures.
What Are Policy Documents?
Policy documents serve as the backbone of any organized entity, establishing the standards and guiding principles that support a company's culture, legal adherence, and operational consistency. They embody the "what" and "why" of an organization, setting clear expectations on conduct, ethics, and responsibilities.
Typically,these documents are crafted in a formal tone and follow a hierarchical structure, presenting a vision that aligns with the company's core values and long-term goals.
In a typical policy document, you might encounter components such as:
- a statement of purpose
- scope of applicability
- terms and definitions specific to the policy
- responsibilities divided by role
- and the procedures or guidelines for enforcement and exceptions.
The policy universe is vast and can encompass various themes like employment practices, data protection, customer service, and health and safety protocols. These documents are crucial for setting the tone of an organization's internal and external interactions and for providing a clear framework for decision-making and accountability.
What Are Procedure Documents?
Procedure documents are integral building blocks within any organization, acting as the detailed playbooks that employees follow to execute tasks effectively and consistently. Unlike their policy document counterparts, which lay out the overall guidelines and company standards, procedure documents drill down into the specifics of "how" to accomplish those standards. They provide a step-by-step blueprint for actions and decisions across various situations, ensuring there's no ambiguity in operational execution.
Examples of procedure documents that might be found in an organization include:
- instructional guides for software use,
- checklists for safety inspections,
- step-by-step workflows for customer service responses.
These documents not only support accountability but also empower employees with the autonomy to resolve issues and perform tasks without constant supervision. As such, the clarity, accessibility, and accuracy of procedure documents are paramount—as is the ease with which they can be updated to reflect changes in tools, regulations, or company policy.
Policies vs Procedure Documents: Which One Do You Need and When?
While policy and procedure documents both serve as key components within an organizational framework, they differ significantly in both function and scope.
Policy documents are the compass of a company, setting the strategic direction and establishing the overarching principles under which the organization operates. They articulate the "what" and "why" by delineating the company's values, philosophies, and compliance requirements. Policies provide the framework for decision making, ensuring consistency and guiding employees toward the company’s strategic objectives.
Procedure documents are the instruction manuals that describe the "how." These documents break down the processes into detailed steps, providing a clear guide for employees on how to perform specific tasks or handle particular scenarios. Procedure documents are more operational and focused, offering step-by-step instructions aimed at ensuring completeness, accuracy, and compliance in daily operations. They minimize ambiguity by removing guesswork, thus enabling consistent delivery of products or services.
For a workplace to operate smoothly, one must integrate policies and procedures seamlessly. Take, for example, a company's internet usage policy.
The policy might outline acceptable online behaviors, emphasising the importance of respecting intellectual property and avoiding cyber threats. To complement this, the procedure documentation would detail the specific steps employees must follow when setting up passwords, installing security software, or reporting suspicious activity.
Best Practices for Creating Policy and Procedure Documents
When it comes to the foundational documents of any business – the policies and procedures – clarity, conciseness, and accessibility are key.
Use simple language
Starting with fundamentals, the language of policy and procedure documents should avoid technical jargon unless absolutely necessary, and when used, should be clearly defined. This ensures that new hires or non-specialist team members can grasp the material without additional explanations.
Keep the structure clear
Structure is equally pivotal; policies should outline the 'what' and the 'why,' setting the tone and expectations for conduct within the organization. Procedures, on the other hand, should focus on the 'how,' providing clear steps to achieve desired outcomes.
Add visual guides
Add visual guides like screenshots videos, charts, and images to better guide your audience. You don't have to do it manually. Simply use a step-by-step guide creator tool like Dubble to automatically create documentation for you.
How to Create Policy and Procedure Documents with Dubble
As you navigate through tasks and workflows, Dubble watches and translates every click, keystroke, and action into clear, comprehensive step-by-step guides. The magic happens at the press of a button—just press record. As you work your way through a process, Dubble works right alongside you. By the time you're done, so is your documentation, shaped into tutorials, videos, and screenshots ready to share.
But Dubble understands that business processes are living entities—they evolve. That's why it makes edits a breeze. You can update descriptions, enhance markup, and swap screenshots all within seconds.
To update your documents, simply re-record the steps you need to edit, and grab new screenshots from your video.
To create your first polict or procedure document with ease, sign up for Dubble - it's free.