Raymond E.

Urgo

Question asked of us
Our organization desperately needs to establish formal policies, procedures, and standards, but what actually makes up an effective policies and procedures

(P&P) program?

Five essential components

The five essential components that ensure an effective P&P program include the

organizational documentation process

information plan or architecture

documentation approach

P&P expertise, and

technologies (tools).
Definition of P&P program
A policies and procedures (P&P) program refers to the context in which an organization formally plans, designs, implements, manages, and uses P&P

communication in support of performance-based learning and on-going reference.

Description of components
The five components of a formal P&P program are described below:

An organizational documentation process which describes how members of the organization interact in the development and maintenance of the life span

of P&P content
The information plan or architecture which identifies the coverage and organization of subject matter and related topics to be included
 The documentation approach which designates how P&P content will be designed and presented, including the documentation methods, techniques,

formats, and styles

The P&P expertise necessary for planning, designing, developing, coordinating, implementing, and publishing P&P content, as well as the expertise

needed for managing the program and the content development projects
The designated technologies for developing, publishing, storing, accessing, and managing content, as well as for monitoring content usage.
Implementing components
Every organization is usually at a different maturity stage for their P&P investment. Therefore, before establishing or enhancing a current P&P program, it is

important to obtain an objective assessment of the organizational maturity, including where your P&P program is now and where it needs to be in the future. Once

the maturity level is established, it is then necessary to develop a strategic P&P program plan. The strategic plan will enable your organization to achieve the

necessary level of maturity for each component and ensure that your organization will maximize the value of its P&P investment.

Conclusion
Organizations with informal P&P programs do not usually reap the benefits that formal P&P programs provide. An effective P&P program must include five

components. It is essential to have an objective P&P program assessment to determine the existing P&P maturity grade and where it should be. The P&P strategic

plan is the basis for achieving a higher level of performance in your P&P program.

SOURCE : http://www.urgoconsulting.com/enewsletter/2011_Jan-Feb/five-essential-components.php
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