TAACMQ501A Develop training and/or assessment organisational policies & procedures

Policy development

Once policy research is completed and all specifications are identified, the development of a comprehensive policy and procedure document can be achieved. All specifications identified need to be synthesised as a coherent working document.

Two things need to be kept in mind when developing the policy document:

• The stated objectives and/or required outcome;
• What is happening in the current system/what needs to occur with the new system.

Consultation processes

All stakeholders to whom policy and procedure documents apply should be involved in a consultation and communication process to engender engagement in the policy development process, and to initiate an initial review of the draft policy document, or to inform of proposed changes to existing documents.

Engagement of stakeholders will ensure organisational/employee input into the policies and procedures development process, facilitate ownership and accountability in the policy implementation process and provide an initial source of feedback on policy and procedure content. This engagement may include trials of procedural steps to identify errors or improvements at the policy draft stage.

Consultation and communication processes that may be employed include:

• Structured interviews;
• Team meetings;
• Focus groups;
• Questionnaires;
• Informal interactions.

Organisations may have formal consultation processes in place for the purposes of participative planning and continuous improvement that will also incorporate policy and procedure development and review.

One acknowledged method for developing ideas to solve problems through participative consultation processes is brainstorming .

Brainstorming

A number of years ago Alex Osborn devised a method to encourage the generation of ideas. He called this method brainstorming. In brainstorming, team members meet to generate ideas or solutions by contributing on an equal basis. While proposing ideas or solutions, the following rules should be observed:

Criticism is ruled out. Judgment should be suspended during this step of the process.

Freewheeling is welcome. The wilder the ideas, the better. It is easier to tame down than to think up.

Quantity is desired. The greater the number of ideas, the more likelihood of good ideas.

Combination and improvement are sought. In addition to contributing ideas of their own, group members should suggest ways others' ideas could be turned into better ideas. Two or more ideas may be combined into a still better idea. This method is called hitchhiking.

These rules when enforced by the leader of the group overcome many of the roadblocks to creative thinking. Ideas will flow much more freely when blocks to creativity are eliminated.

Brainstorming requires a member of the team to record ideas on a cause-and-effect chart or other such diagrammatic quality tools. The purpose and rules of brainstorming aim to achieve consensus for plans of actions among team members and to make them aware of possible objections and obstacles to the plans.

The role of the manager or team leader is to ensure that all communication is planned and to:

• Recognise and acknowledge contributors of ideas whether those ideas are used or not;
• Communicate the benefits of improvements to the corporation and individuals;
• Convey what is expected of team members individually and collectively to attain goals and assigned tasks;
• Mediate when dominating members cause others to feel inadequate: that is, to restore the balance of power;
• Steer discussion from personalities to issues and focus on solutions to problems;
• Endorse co-operation among team members;
• Discourage criticism, defensiveness, closed mindedness and other negative traits.

Document design

In preparing draft policies and procedures, you may need to format the document in accordance with set organisational standards or templates (pro formas) for document design. The document may be developed in a standalone format, or as part of a manual of particular description and purpose, such as a Policy or Quality Manual.

There may be particular sections, numbering, codes, subcategories or an index in which the policy will reside. The research of organisational standards and consultation with relevant personnel should have identified these requirements. Version control standards in the draft and final stages of the document design will also be a consideration, as version control procedures are a requirement of all registered training organisations as a component of AQTF standards.

Organisational standards may also provide a style guide, or document standards, which specify required font styles, use of logos (branding) or document templates which should be used to guide the development of the document.

Writing style

A 'plain English' writing style should be employed in the wording and format of the policy document, recognising that the target audience of policy documents includes all employees of the organisation.

In general terms, the writing style should also:

• Be clear and concise;
• Use present tense;
• Use active verbs;
• Use consistent heading formats and capitalisation;
• Provide references to other documents and appropriate information sources (e.g. legislation that the policy addresses);
• Use position titles rather than individuals' names where a listing is required for a particular position to undertake a task (e.g. Marketing Manager).

Tips for writing procedures

When writing procedures you should:

• Use simple language and instructions;
• Progress logically, avoiding all non-essential steps;
• Ensure that each step moves the operation toward its objective;
• Try to write them so that the process requires little or no supervision.

Procedures should include the following details:

• What is to be done;
• Where it is to be done;
• When it is to be done;
• Who is to do it;
• Why they are to do it; 
• How they are going to do it.

Additional components

Policy and procedure documents should also incorporate provision for review processes and timelines for the document, and also a distribution process if this is not included in a broader manual or version control procedure.

Policy Title Policy The purpose of this policy is to . . .   Procedure In order to carry out this policy, the following steps should be undertaken . . . Step 1 Step 2 Step 3   References This policy document relates to . . .   Version Control Version . . . Date . . . Revision date . . . Authorised by . . .

Forms

The following forms are required to complete the procedural steps listed . . .

Figure 5 Example policy format

Activity 3

Select two policy areas that are required by your organisation. You may use the same areas as in previous activities, or identify two new policy areas to work on.

For each policy area, complete the following tasks:

Identify and provide document design and style guide requirements for your organisation for the development of policy documents.

Develop a draft policy document with example guidelines and components required for your organisation.

Provide a brief outline of consultation processes you would undertake within your organisational structure to complete an initial review and obtain feedback on the draft document.

You may use the policy format provided in this section as the basis for your documents, or alternatively use a format preferred for your organisation.

The Australian National Training Authority has published a Web Directory that provides a listing of relevant web resources and organisational policy documents linked to each AQTF standard.

Reading 2

ANTA (2001), AQTF Web Directory, Brisbane. Available at http://www.anta.gov.au/publication.asp?qsID=238 .

Activity 4

Access the Web Directory and select several policy or procedure documents in areas relevant to your organisation.

• Compare and contrast the various policy formats of organisations in the web directory with the sample format provided, and the format of your own organisation.
• Consider sections and content that should be included in policy statements for particular purposes.