Policies and Procedures Flashcards
What is a policy?
The principles, rules and guidelines formulated or adopted by an organization to reach its long-term goals.
What is a procedure?
Specific methods employed to turn policies into action in the organization’s day to day.
What are the steps involved in developing a policy?
- Determining need for a policy
- Identifying stakeholders
- Writing, revising and updating the policy/procedures
- Communicating policy and procedures and getting acknowledgements
- Create supporting materials and training to help drivers comply with the policy
- Enforcing compliance
- Conduct timely reviews for updating the policy
What will a policy statement cover?
A concise statement of the rationale for the policy. May include reference to external processes or regulations.
Why is it important to have a written policy?
What is the importance of language used in a written policy?
It is the tool for telling drivers what the policy wants them to do. Be careful to employ the right language to clarify and emphasize the basis of the policy.
What is the danger of an ‘exception to the policy’?
It can create a precedent and cause further exceptions for other drivers. The exception could find its way into court to accuse the organization of negligent entrustment and/or negligent retention.
What do well written procedures do?
Show their relationship with the policies they support and stand a better chance of users complying with them.
What are the key elements of a procedure statement?
- Title of procedure: name, issuing date and identification block: procedure number, page number, effective date, ‘supersedes’ notification, office of origin, and procedure approval authority.
- Overview of procedure: describes the overall objectives, functions or tasks that the procedure is designed to accomplish.
- Areas of responsibility: lists business units, departments, offices and individual job titles for those who have responsibility for aspects of daily control and coordination.
- Details of procedure: outline format of each step required, or a checklist of what needs to be done.
- References: federal and state laws and regulations and policy compliance references directly applicable to the procedure.
What are the guidelines to creating and reviewing effective policy?
- Exploring areas for policy development: create an outline summary of the policy’s goals, who it affects, how it’ll be enforced and consequences of non-compliance.
- Receive management’s approval before the policy is written: provide an outline with 5-6 key points.
- Enlist participation of stakeholders: give them opportunity to express their views in early discussions. By involving them in decision-making process, you increase their buy in and support later.
- Decide on specific content: look throughout the organization and try to identify any related statements.
- Appoint a writer.
- Circulate a draft for comment and revision.
- Obtain approval at all levels of management.
- Announce the policy to the organization.
- Target delivery to each audience.
- Keep policy and procedures up to date and available.
Why is it important to have management support before a policy is implemented?
Management will support through the different stages of development because they already understand the concept and need for the policy.
What is the role of the fleet manager in policy compliance?
Obligation to lead policy enforcement and compliance. Fleet manager has a leadership role but they must have the backing of management to address driver issues.
What is a benefit of policy and procedure compliance?
What tools are available to managers for policy compliance?
The policy manual, handbook and guide.
Why is communication key for policy and compliance?
The more you communicate a policy, the greater the likelihood that drivers and other users will eventually embrace it.
