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How can you write a company policy that is both clear and concise?

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Company policies are essential documents that communicate the rules, expectations, and values of your organization. They help to ensure consistency, compliance, and clarity among your employees and stakeholders. However, writing a company policy that is both clear and concise can be challenging. You want to avoid ambiguity, confusion, and unnecessary details that can make your policy hard to understand and follow. Here are some tips on how to write a company policy that is both clear and concise.

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1 Define the purpose and scope

Before you start writing, you need to define the purpose and scope of your policy. What is the main goal or objective of your policy? Who is the policy for and who is responsible for implementing it? How does the policy align with your company's vision, mission, and values? Answering these questions will help you to focus your policy on the most relevant and important aspects and avoid irrelevant or redundant information.

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Gabriela Méndez Paz

Senior Public Relations Account Executive| Experta en Relaciones Públicas
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Comienza definiendo el propósito y el alcance de la política para que los empleados comprendan su importancia y aplicación. Utiliza un lenguaje sencillo y directo, evitando jergas o términos técnicos que puedan confundir. Es importante ser específico pero sin excederse en detalles que puedan hacer la política tediosa o difícil de seguir. Incluye ejemplos prácticos para ilustrar cómo se aplica la política en situaciones cotidianas. :)

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Tiffany Benitez- CSM, SAFe, ITIL

Senior Director of IT Applications at Tyson Foods, Inc. | Leader in Product & Agile | Strategy Lead | Women in Technology, Cybersecurity & STEM advocate
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To write a clear and concise company policy, start by defining the purpose and scope. Clearly state the policy's objective and the specific areas it covers. Use straightforward language, avoid unnecessary details, and organize the content logically. Consider the audience's level of understanding and ensure the policy aligns with the company's values and goals. Regularly review and update the policy as needed to keep it relevant.

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Júlia Hoff Pacheco

Sócia Inkora | Psicóloga para Lideran?as | Assessment de Lideran?as | Planejamento de Carreira
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Além do objetivo em si, é importante considerar quais as mudan?as de hábitos dever?o ocorrer (antes era feito do jeito x, agora será do jeito y) e quais as estratégias de sustenta??o deste período de mudan?as. Além disso, é fundamental deixar claro o por que estamos fazendo isso.

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Rogério Miranda

Profissional de Comunica??o e Design. Geek e ?.
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é importante que as políticas da empresa reflitam sua Miss?o, Vis?o e Valores. Dessa forma, o funcionário perceberá que a empresa trabalha de forma alinhada, facilitando também no processo de comunica??o e ades?o dos profissionais. A política está sendo criada com um objetivo, que pode ser técnico, comportamental, jurídico, entre outros. Ela será a referência para procedimentos e comportamentos. Por esse motivo, outro ponto fundamental é conhecer o público dessa política: trata-se de algo que será aplicado apenas a um grupo, como um único departamento, ou algo para toda a companhia? Conhecer o público facilitará na escolha da linguagem, objetivos, dura??o e ainda na forma de medir o sucesso de sua implementa??o.

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Mabel Vásquez

Gestión de Procesos, Proyectos y Operaciones de equipos de comunicaciones | Periodismo | Comunicación Digital | Gestión de experiencia del cliente y colaborador | Comunicación Interna & Preventiva ????
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Establecer el para qué de la política y que todos lo conozcan. Tener claro a quién le aplica y definir el alcance de la política ayudará a garantizar que sea clara y concisa. Lenguaje sencillo, claro y resumido. Revise cuidadosamente para asegurarse de que sea clara, concisa y esté libre de errores. Una política debe ser lo más concisa posible. No es necesario incluir toda la información posible en una sola política. Es mejor dividir la información en varias políticas más peque?as. Asegúrese de que todos los empleados conozcan la política y entiendan las expectativas. Comunicar la política a través de una variedad de canales.

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2 Use plain language and active voice

One of the key principles of clear and concise writing is to use plain language and active voice. Plain language means using simple, common, and familiar words and phrases that your audience can easily understand. Avoid jargon, acronyms, and technical terms that may confuse or alienate your readers. Active voice means using sentences where the subject performs the action, rather than being acted upon by the verb. Active voice makes your sentences more direct, clear, and engaging. For example, instead of writing "The policy will be enforced by the HR department", write "The HR department will enforce the policy".

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Rafael Cristofoletti

CEO e cofundador na InovaX | Lideran?a, Comunica??o e Inova??o
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O ideal é identificar os principais princípios e valores. Use linguagem simples e evite jarg?es. Organize as informa??es em se??es claras, abordando áreas como conduta ética, responsabilidades dos funcionários e normas de comportamento. Mantenha o texto sucinto, focando nos pontos essenciais, e revise para garantir clareza.

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Ivan Verona

Gestor de comunica??o estratégica | Especialista em Rela??es Públicas e Constru??o de reputa??o | Impactando marcas globais com estratégias inovadoras
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Ao redigir uma política empresarial, priorizar linguagem simples e voz ativa é essencial. A linguagem clara, livre de jarg?es, torna o documento acessível a todos, evitando ambiguidades. A voz ativa, destacando quem realiza a a??o, promove clareza, engajamento e responsabilidade. Essas escolhas linguísticas, ao enfocar o "quem faz o quê", facilitam a compreens?o universal e a implementa??o eficaz das diretrizes, fortalecendo a comunica??o e a transparência na empresa.

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Gregorio Victor Sangali Dias

PCD | ESG | ADM | MARKETING | SOCIAL | VOLUNTARIADO | DIVERSIDADE E INCLUS?O
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Use uma linguagem clara e fácil de entender. Se necessário, defina termos específicos para garantir que todos tenham uma compreens?o comum.

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3 Structure your policy logically and consistently

Another important principle of clear and concise writing is to structure your policy logically and consistently. Use headings, subheadings, and bullet points to organize your policy into sections and subsections that follow a logical order and hierarchy. Use consistent formatting, numbering, and punctuation to make your policy easy to scan and navigate. Use transitions and signposts to connect your ideas and guide your readers through your policy. For example, use words like "first", "next", "then", "finally" to indicate the sequence of steps or actions.

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Ivan Verona

Gestor de comunica??o estratégica | Especialista em Rela??es Públicas e Constru??o de reputa??o | Impactando marcas globais com estratégias inovadoras
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Para criar uma política empresarial clara, comece com uma introdu??o objetiva e identifica??o da audiência. Organize hierarquicamente, definindo metas de maneira direta. Destaque a importancia de linguagem simples e voz ativa para evitar ambiguidades e promover responsabilidade. Inclua exemplos práticos para ilustrar aplica??o. Realize revis?es periódicas e solicite feedback para garantir relevancia contínua. Essa estrutura condensada proporcionará um guia acessível e eficaz para a reda??o de políticas empresariais.

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4 Be specific and precise

When writing a company policy, you want to be specific and precise about what you expect from your employees and stakeholders. Avoid vague, general, or ambiguous words and phrases that can leave room for interpretation or misinterpretation. Use concrete examples, scenarios, or cases to illustrate your points and provide clarity. Use quantifiable and measurable criteria to define your standards and expectations. For example, instead of writing "Employees should dress appropriately", write "Employees should wear business casual attire".

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5 Keep it short and simple

Finally, when writing a company policy, you want to keep it short and simple. Avoid unnecessary words, sentences, or paragraphs that do not add value or meaning to your policy. Use short, clear, and concise sentences that convey one idea at a time. Use bullet points or lists to break up long or complex sentences or paragraphs. Use white space, graphics, or tables to make your policy visually appealing and easy to read. Review and edit your policy to eliminate any errors, inconsistencies, or redundancies.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Ben Collier

?? Apps that close the gaps with your frontline teams ?? Internal Comms | Learning | Training Needs | Co-founder at Ocasta
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?? In most cases, it's not the job of internal communications to write the policies, but you will need to explain these policies to the frontline -- and you'll be the one to hear from your colleagues if things don't make sense or land well. Try and include the WHY behind any policy changes, so people can understand why it's a reasonable ask.

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Gregorio Victor Sangali Dias

PCD | ESG | ADM | MARKETING | SOCIAL | VOLUNTARIADO | DIVERSIDADE E INCLUS?O
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Mantenha um tom positivo e construtivo ao redigir a política. Evite linguagem punitiva sempre que possível. Inclua uma cláusula indicando que a política será revisada periodicamente para garantir que esteja atualizada e eficaz.

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Jacob R. Robinson
(已编辑)
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For the company policy: Consult an expert. Make it straightforward - meaning easy to understand and easily enforceable. Have it reviewed regularly by a diverse committee.

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How can you write a company policy that is both clear and concise?

1

2

3

4

5

6

1 Define the purpose and scope

2 Use plain language and active voice

3 Structure your policy logically and consistently

4 Be specific and precise

5 Keep it short and simple

6 Here’s what else to consider

Internal Communications

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How can you write a company policy that is both clear and concise?

1

2

3

4

5

6

1 Define the purpose and scope

2 Use plain language and active voice

3 Structure your policy logically and consistently

4 Be specific and precise

5 Keep it short and simple

6 Here’s what else to consider

Internal Communications

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