What is Policy and Procedure Manual Drafting?
A policy and procedure manual is a legal document that explains what rules a business should follow and how employees can fulfill their work obligations.
It’s important to be comprehensive by clarifying both policies and procedures, even if they are in the same document.
Read the rest of this article for information about how to draft a policy and procedure manual, what terms to include in it, and how a qualified lawyer can assist you with the process.
What are Key Terms in a Policy and Procedure Manual?
A policy and procedure manual contains core components such as the following:
- Policy. List the formal rules and principles that govern decisions and behavior within a company.
- Procedure. Outline steps for how tasks should be performed and completed.
- Scope and purpose. Explain the parties to whom the policies apply and why the document has been drafted.
- Authority. State which party has permission to make decisions or approve specific actions.
- Effective date. State the date on which the document comes into effect.
What are Tips for Policy and Procedure Manual Drafting?
When drafting a policy and procedure manual, make sure you follow these important tips that will ensure a clear, specific document.
Structure Your Content
Your policy and procedure manual has to be structured for accessibility. Organize the content into sections and subsections so that people in your organization find it easy to read and understand when they need to find information. You can also enhance your content with visuals such as flowcharts to display any complex processes in the company.
Identify Your Goals
Clarify what you wish for your employees to achieve and link these goals to the purpose of your business. Think about how all departments in your company will contribute to achieving them.
Keep it Short
You should keep your policies as short and concise as possible, instead of providing lots of information that can make the document challenging to follow. Use clear, simple language to prevent ambiguity and disputes.
Establish Accountability
Your agreement must clarify who has authority to make decisions and investigate incidents. This involves defining responsibilities of management and supervisors, and establishing clear reporting and escalation channels.
Include a Glossary of Terms
Your manual should contain definitions for any necessary jargon, legal terms, and acronyms that appear in it. If you assume that everyone will understand such terms, you risk ambiguity.
Consider Legal Guidelines
It’s important to consider all relevant legal and regulatory guidelines that govern the legal document. If you’re unsure of how to remain compliant with all relevant laws, a professional lawyer can assist you.
Should You Hire a Lawyer for Policy and Procedure Manual Drafting?
You don’t always have to hire a lawyer to draft your policy and procedure manual. Companies might wish to draft the document internally and then hire a lawyer to review it. There are many benefits of asking a lawyer to draft or review your legal document for you.
A lawyer will:
- Understand the business and its operations. They’ll consider who will be using the manual and what it should contain. This helps to create a customized manual that avoids vague, generic information.
- Identify the relevant laws and regulations. A lawyer is knowledgeable about all legal requirements and will ensure your document is aligned with them.
- Conduct a risk assessment. They’ll identify any challenges that could arise from ambiguity or inconsistency in the document, and ensure these aren’t included in the final draft.
- Develop the policy framework. They know how to create a logical, accessible structure for your document so that users can access it with ease.
- Draft clear policies. They’ll state exactly what is required, who is expected to comply, and who is responsible for enforcing the rules.
- Create practical procedures. They’ll establish practical rules and steps to follow so that everyone understands their obligations.
- Review your policy and procedure manual. If you’ve drafted the document, you can hire a lawyer to review it closely to identify any hidden gaps or risks.
Where to Find a Lawyer for Policy and Procedure Manual Drafting
If you need to find a lawyer to draft your policy and procedure manual, you don’t have to search for reputable lawyers in your area. You can use an online legal platform such as ContractsCounsel that provides you with easy access to experienced and skilled lawyers who can assist you with drafting your manual.
ContractsCounsel is one of the largest online legal marketplaces that connects you to a curated network of lawyers who have been vetted on the platform.
If you need to ask a lawyer to draft your policy and procedure manual for you, here are the easy steps to follow:
- Go to the ContractsCounsel marketplace.
- Select ‘One-time project’ and ‘Create or update contract.’ If you’d prefer to ask a lawyer to review your contract, select ‘Review contract.’
- Post your project, which is free to do. Include some details of what you need so you can match with the most suitable lawyers on the platform.
- Wait for bids. You’ll receive bids from lawyers on the platform who are ready to assist you, instead of having to search for lawyers.
- Review the lawyer data. The platform provides a range of lawyer information to help you select the best one for your requirements, such as their location, credentials, years of experience, client ratings for previously completed projects on the platform, and field of expertise.
- Hire a lawyer to draft or review your policy and procedure manual for a flat fee.