Jodie Flowerday, a Policy Advisor working in the New Zealand tertiary sector, discusses the importance of best practice policy drafting documents such as templates and style guides, in a continuation of her series on policy drafting. Read Jodie’s previous articles about policy drafting: “When policy is necessary” and “Compliance document categories”.
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Templates and other best practice drafting document such as style guides can be found both in private practice as well as in public and commercial organisations. From standard terms and conditions to letters, templates (when used correctly) can make communicating consistent, concise and efficient as well as less likely to be ignored as spam.
Like with spreadsheets, there is a danger of over-proliferation which is counter-productive to the efficiency that can be achieved by their use. My experience has also highlighted that templates are not a substitute for drafting training, so templates and style guides etc., should be used as part of overall drafting training itself to be the most effective.
Templates and policy drafting documents should be kept in an electronic repository (intranet) where they can be accessed quickly by the intended users. To accompany templates, a range of drafting documents that could prove helpful include:
- Style guides – from font size to spacing requirements to correct grammar, this can offer a reference to those editing or drafting documents.
- Instructions to key roles that either edit or approve content – these keep editors and approvers on track with the process and set benchmarks against which performance can be assessed.
- Template policy – effectively a policy covering the status of templates within the organisation, procedures and expectations for their use, and identify the templates available.
- Checklists – these help editors and approvers to draft in line with any policy documents or assistance documents in place. This should identify key elements expected of the content.
- Process documents – these can be more digestible and easier to use in flow chart form
There is a caveat to the access to templates. Certain templates may have a high strategic value that unauthorised or incorrect widespread use may undermine or impair their value. I therefore recommend that consideration is given to the type of access given to editable versions of important templates within the organisation. The incorrect use of templates can result in documents finding their way into an organisation wide repository. When the template has been used incorrectly it may not have followed the correct processes to be housed with these other documents making the content unapproved and potentially, have an negative reputational impact on the organisation if its followed, particularly where the template includes the organisation’s branding.
One way to mitigate this is to make those wanting to use a high value template, request it direct from the team or individual that oversee the development or use of the template/s. This enables greater control over the use of the template, helps clarify whether the template needs to be used for the content and ensures that the correct process to approve the content is followed.
Templates and other assistance documents can add value to your organisation and are well worth developing in conjunction with training on their use.
Jodie Flowerday has been working in various roles since 2011. She currently works in the tertiary education sector in the role of Senior Policy Advisor for a tertiary education institution. Contact Jodie at Jodie.beker@gmail.com or connect via LinkedIn
