2. *Writing & Speaking for Results1 Basic Tool Box for Writing Policies & Procedures MJ Brenne

3. Policies & Procedures Policies state standards and establish guidelines that determine conduct of employees, suppliers and other partners. Procedures tell employees, suppliers and other partners how to do a task or conduct a process to meet the guidelines and standards. *Writing & Speaking for Results2

4. 3 Writing Rule #1 People Do Not Want… …to be less informed. They want to be more informed with less information!

5. 6 Tools to Help Your Reader 1.Framing Template 2.Purpose Statement 3.Picture Nouns 4.Active Verbs 5.Reader’s Language 6. Person-to-Person *Writing & Speaking for Results4

6. #1. Policy Template *Writing & Speaking for Results5  Purpose  Scope  Policy  References  Appendices

7. *Writing & Speaking for Results6 #3-4. Write with Clear Style  Use Picture Nouns.  Use Active Verbs.  Use Actor  Action  Acted upon sequence.

8. *Writing & Speaking for Results7 Picture Nouns  desk  chair  department  proposal  we, you, they  pencil  telephone  manager

9. *Writing & Speaking for Results8 Fuzzy Nouns  integration  formulation  beginning  effectiveness  probability  anticipation  aspect  practice

10. *Writing & Speaking for Results9 Active vs. Passive Verbs  Markon Pharma promotes outsourcing.  Markon Pharma has established a global production system.  Outsourcing is promoted by Markon Pharma.  A global production system has been established by Markon Pharma.

11. *Writing & Speaking for Results10 Procedures: Definitions  Procedure – the document  Process – a method of doing something, involving a number of steps or people involving a number of steps or people  Instructions – step-by-step directions  Task – An activity performed by one person

12. Procedures Template  Purpose  Scope  Terms & Definition  Related documents  Responsibilities  Procedure  Attachments *Writing & Speaking for Results11

13. *Writing & Speaking for Results12 The Purpose This procedure describes the…. After completing this work instruction, you will be able to….

14. #5. Write Person-to-Person  Use the terms we and you liberally.  Use you understood by starting with a active verb. Example: Click on the Insert tab. Example: Click on the Insert tab. *Writing & Speaking for Results13

15. #6. Reader’s Language  Abbreviate after spelling technical terms. Good Manufacturing Practices (GMP) Good Manufacturing Practices (GMP)  Avoid alphabet soup with a glossary of terms  Is English your reader’s first language? first language? *Writing & Speaking for Results14

16. *Writing & Speaking for Results15 Formatting Documents  Set adequate margins  Justify left margin, ragged right  Choose an easy-to-read type font and size :

17. 6 Tools to Help Your Reader 1.Framing Template 2.Purpose Statement 3.Picture Nouns 4.Active Verbs 5.Reader’s Language 6. Person-to-Person *Writing & Speaking for Results16