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Are your Policies, procedures, instructions and other documents up to date!


Do you know the difference between a procedure, policy and instruction and when they should be used in your business? And do you have the time to find out and implement them anyway?

If you do have documents in place, are they up to date? 
Here is a brief outline of key small business process documents in order of importance, and how they will be of benefit in your business. 

Business manual
A Business Manualshould contain information about your core business and key personnel, key policies, outsourced activities and more.It is a sort of road map for your business. The business manual sits at the top of the document hierarchy. You would benefit from a business manual if you need to:

  • provide an overview of your business to investors or buyers
  • explain your business to new employees
  • take leave or recover from illness, in which case a manager could refer to it
  • provide it to clients or suppliers (with or without a confidentiality agreement) to improve their confidence in the management of your business. This is especially useful when tendering for a job.
 
Policies
You would benefit from policy documents if you need to set the tone or expectations about a particular topic but don't require specifics.

A policy document does not include specific task details or how to perform them. It is a statement of intent.
For example, a communication policy may include statements like: "We will ensure that we communicate with all clients on a regular basis."

Note that it doesn't include specifics such as:
  • how (e.g. by phone);
  • who will do it; or
  • what form of communication might be used.

Policies do not have to exist as a standalone document. Policies are often incorporated into the business manual. 

Procedures
A procedure describes how the business is going to achieve their intentions (who, how, what, where). A procedure doesn't necessarily provide step-by-step instructions but rather gives broader guidance. Procedures often address a process or area, which then consists of a number of different tasks; i.e. the process/area might be customer service, while the task is client calls.

Eg: An Administrative procedure might outline such tasks as:

  • expenses management – what information is required to submit expenses
  • mileage – what can be claimed
  • scheduled pay dates – fortnightly
  • leave arrangements available – maternity leave, sick leave, carer's leave etc.

You would benefit from procedures if you need to:

  • have guidelines that provide some structure to a task or series of tasks
  • assign responsibility for these tasks
  • say where or when these tasks should be performed.

Instructions
Instruction documents support procedures. They might be called User Manuals. They include step-by-step directions on how to do the work and generally include a list of all the tools/materials necessary to complete the task. The person performing the work should literally be able to complete the task (after training) without having to consult any other document or person.

Eg: You may have instructions for processing customer returns.

You would benefit from instructions if:
  • there are multiple procedural tasks to perform in your business
  • you require personnel to be able to complete tasks independently
  • the tasks involve complex steps and require many tools/accessories to complete them.

Records: forms/checklists/templates
Records are supporting documents that provide evidence of work  that has been completed. (Forms etc. are not referred to as a record until they have been filled out.)

Eg: Financial records, client requirements/details, induction checklists, task checklists, website forms, letter or email templates, maintenance logs etc.

You would benefit from forms/checklists if you need:
  • to keep a record of the information provided or the work complete
  • a standardised way of producing a letter/email/document
  • to keep permanent records as a regulatory requirement.

Ultimately you need to structure your documents so that they suit your own business best.
Hopefully by identifying and describing these different document types you'll know exactly what you need and where to start on the tangled web of business documents.

Could your business benefit from any or all of the documents above? And do you have the time to put them into place if you haven’t already?  As your business grows it is in your best interests to have your documentation up to date.

If you need some assistance in reviewing or setting up your documentation, call Fern at Your P.A on 0421 556 700 to discuss your requirements.


38 Comments to Are your Policies, procedures, instructions and other documents up to date!:

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top essay writing websites on Tuesday, 8 May 2018 8:11 PM
Fully informative and quality stuff for the business owners. Through the help of this business manual the number of people able to fix the problems and can also able to boost their business toward success.
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Business companies must have an updated policies, procedures, instructions and other documents for them to avoid misunderstanding of the client and the company itself. We should also know the difference between a procedure, policy and instruction and when should we use them. This blog will help us to identify the difference and how to implement them as well. It discussed the importance and how will it benefit your business. The information given will surely can help us, especially business men.
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