Copyright, 1996 © Dale Carnegie & Associates, Inc. UT-Austin Police Department Leadership Program DeeDee Davila June 5th 2002 Dissemination of General Orders, Policies & Procedures

GENERAL AND SPECIAL ORDERS  Distribution  Printing/Copying  Accountability/Receipt  Record Maintenance

Current Procedures  Approved change is sent to Accreditation to log & assign an index #  Total number of copies for entire Department is gathered and copying sent off for mass reproduction  Accreditation counts & divides copies by area command  Commands receive changes and distribute to every unit

….continued  Commands disseminate copies to each supervisor  Supervisors distribute individual copies to every member of his unit, has them sign for the change and returns the completed issuance log  Completed logs are then sent to Accreditation for storage

Written Directive System A General Orders C. Distribution 1. Copies of policies/changes will be duplicated by Accreditation/ Inspections and designated numbers of copies will be forwarded to each commander/manager.

a. Commanders are responsible for ensuring distribution of all new general orders or changes to employees under their command, and for any office copies assigned to their work groups. b. Issuance records will be attached to each group of policies distributed, and each employee must personally sign for his/her copy of the document.

Written Directive System A Directive System Manuals. Due to the amount of information needed to operate an organization of the size and complexity of the Austin Police Department, written directives are compiled into the following manuals or “books:”

A.. The General Orders, Policies and Procedures manual (a.k.a. “General Orders”) 3. Police Equipment will issue one bound copy of the General Orders, Policies and Procedures manual, along with any revisions since its printing, to each new employee. This manual will become a part of the employee’s permanent equipment/property record.

IDENTIFY - Areas of Interest  Time - Counting; dividing; boxing  Cost - Copying & publication costs are excessive  Physical Size - carry in bag, briefcase, gym bag, etc

ANALYZE - Resistance to Change  Individual Level  People do not perceive any need to change  Individuals feel they will lose something of value  Group Level  Organizational Level  Time & Money to accomplish the change

LEADERSHIP STRATEGIES  Demonstrate the need for change  Allow subordinate to participate  Actively support the change  Make changes in increments  Use coercion

Random Patrol Poll

Action Plan  Decrease number of copies required  Delete policy requiring each person be issued a manual as property. Personnel will sign acknowledgement sheet after brief by supervisor.  Establish an official unit binder which will be made available to officers. Also have a set in all show ups.

Benefits  Reduce copying costs by approx. 50%  Eliminate need for officers to carry or store 3” notebook  Time & energy to distribute General Orders or changes will be decreased significantly

ASSESS  6mths after implementation, do a survey within each patrol command.  Review results & ensure compliance is maintained  Request Accreditation to keep track of time spent & compare before/after WPLP Instructors: Dr. Lauderdale and General Prince