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Overview
Establishing Efficient Workflows
Policies and procedures serve as the backbone of an efficient organization, providing structure and ensuring consistency in the way tasks are carried out. Employees and volunteers must have a clear understanding of how work is to be executed. Documenting responsibilities and steps not only clarifies expectations but also raises the standard of work quality.
Policies: Guiding Internal Operations
Policies describe how the organization functions internally, offering guidelines for various aspects of operation. A prime example is the Employee Handbook, which encompasses policies on vacation, travel reimbursement, confidentiality, and more.
Procedures: The Roadmap to Task Execution
Procedures, on the other hand, outline the steps and their order for accomplishing work within the nonprofit. For instance, a procedure might detail how donations are acknowledged. By documenting these processes, the organization simplifies work, enabling employees to consistently execute tasks.
Usage and Oversight
Procedures should be written by those responsible for executing the steps. These documents are best approached as checklists, not encyclopedias, to ensure clarity and ease of use. Organizational leaders play a vital role in reviewing and monitoring the execution of procedures. This oversight ensures compliance and effectiveness. Successful nonprofits consistently review and refine their procedures to adapt to growth and evolving program insights.
Leader’s Wisdom
- Inform people so they understand why procedures lead to efficiency and excellence of work. Create step-by-step checklists. Have people doing the work help create the lists as they have hands-on experience and know the challenges.
- The leadership team defines values and core competencies. How is this organization different and unique? Developing guiding principles that identify the way we work here.
- Create a checklist for everything. Document processes for quality management. This will lower the cost of operation while improving quality results. Trust is built with donors and clients when they see quality.
- It is mportant to have policies and procedures in place to improve efficiency and to build trust. When steps are executed well, your donors, clients, and staff develop trust that the organization is well-run.
Resources
Books
- How to Write Effective Policies and Procedures: The System that Makes the Process of Developing Policies and Procedures Easy by Kirsten Brumby
- Writing Effective Policies and Procedures: A Step-by-Step Resource for Clear Communication by Nancy Campbell
Articles
- Indeed has an article listing the topics for a Policies & Procedures handbook. https://www.indeed.com/hire/c/info/company-policies?gclid=CjwKCAiA8YyuBhBSEiwA5R3-E0CTMMkh8YvX9Cg15e_3P694LvHohuUaglVEiZGplTMyWdmWUFiNSxoCNkUQAvD_BwE&aceid=&gclsrc=aw.ds
Software
- Consumer Search has customizable policy and procedure templates. https://www.consumersearch.com/technology/streamline-business-customizable-policies-procedures-templates?utm_content=params%3Aad%3DdirN%26qo%3DserpIndex%26o%3D740007%26ag%3Dfw38&ueid=6B3AE0B6-64FF-4694-9C84-6BC721D86F20
- Form Swift has an Employee Handbook template. https://formswift.com/sem/static-state/employee-handbook?utm_source=google&utm_medium=cpc&utm_campaign=148310538&utm_device=c&u_producttype=formswift&utm_term=policies%20and%20procedures&gclid=EAIaIQobChMIz_uu8baahAMVkDbUAR2glw_WEAAYBCAAEgKDR_D_BwE
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