Policy vs Procedure: When To Use Each One In Writing

When it comes to managing a company or organization, there are many terms that can be confusing or easily interchanged. Two of these terms are policy and procedure. While they may seem interchangeable, they actually have distinct differences that are important to understand in order to effectively manage a business.

It’s important to note that both policy and procedure are necessary for any organization to function properly. However, they serve different purposes and should not be used interchangeably.

Policy refers to the overall goals, values, and rules that guide an organization. It is a broad statement that outlines what the organization stands for and what it hopes to achieve. Policies are typically created by top-level management and are used to guide decision-making throughout the organization.

On the other hand, procedures are the specific steps that employees must follow in order to carry out a particular task or achieve a specific goal. Procedures are more detailed than policies and provide a step-by-step guide for how to complete a task or handle a situation. Procedures are typically created by mid-level management and are used to ensure consistency and efficiency throughout the organization.

Understanding the difference between policy and procedure is crucial for effective management. By having clear policies and procedures in place, organizations can ensure that everyone is working towards the same goals and following the same guidelines. This leads to a more efficient and productive workplace.

In the rest of this article, we will explore the differences between policy and procedure in more detail and provide examples of how they are used in the workplace.

Define Policy

Policy refers to a set of guidelines or principles that govern the decision-making process of an organization. It is a high-level statement that outlines the goals and objectives of an organization, as well as the rules and regulations that guide decision-making. Policies are usually created by top-level management and are designed to ensure that the organization operates efficiently, consistently, and in compliance with relevant laws and regulations.

For instance, an organization may have a policy that states that all employees must undergo regular performance evaluations to ensure that they are meeting the organization’s standards. This policy may also outline the consequences of not meeting these standards, such as termination or reassignment to a different role.

Define Procedure

A procedure is a detailed set of instructions that outlines the specific steps that must be taken to complete a task or achieve a specific goal. Procedures are usually created by middle or lower-level management and are designed to ensure that tasks are completed consistently and efficiently. They are often used to ensure that employees follow a standardized process when completing tasks, which can help to reduce errors and increase productivity.

For example, a procedure may outline the specific steps that an employee must take to complete a customer order, from receiving the order to shipping the product. This procedure may include details such as the specific information that must be collected from the customer, the steps that must be taken to process the order, and the shipping requirements that must be met.

How To Properly Use The Words In A Sentence

Proper usage of policy and procedure is essential in effective communication. Both words are often used interchangeably, but they have distinct meanings and should be used appropriately to avoid confusion. In this section, we will discuss how to use policy and procedure in a sentence.

How To Use Policy In A Sentence

Policy refers to a set of rules or guidelines that govern an organization’s actions. It is a statement of intent that outlines the organization’s goals and objectives. Here are some examples of how to use policy in a sentence:

• The company’s policy on employee conduct is clearly stated in the employee handbook.
• The government’s policy on renewable energy aims to reduce carbon emissions.
• The school’s policy on bullying is zero tolerance.

When using policy in a sentence, it is important to ensure that the context is clear and that the policy is being referred to as a set of rules or guidelines.

How To Use Procedure In A Sentence

Procedure refers to a specific set of steps or actions that must be followed to achieve a particular outcome. It is a detailed plan of action that outlines the specific tasks and responsibilities of those involved. Here are some examples of how to use procedure in a sentence:

• The procedure for filing a complaint is outlined on the company’s website.
• The procedure for conducting a safety drill is clearly defined in the school’s emergency plan.
• The procedure for hiring a new employee involves a series of interviews and reference checks.

When using procedure in a sentence, it is important to ensure that the context is clear and that the procedure is being referred to as a specific set of steps or actions.

More Examples Of Policy & Procedure Used In Sentences

In order to fully understand the difference between policy and procedure, it is important to see how they are used in real-life situations. Below are examples of how policy and procedure can be used in a sentence:

Examples Of Using Policy In A Sentence

• The company has a strict policy against workplace harassment.
• It is company policy to provide equal opportunities to all employees.
• Our policy is to always put the customer first.
• The school’s policy on cell phone use is very strict.
• It is against company policy to share confidential information with unauthorized individuals.
• The company’s dress code policy requires employees to dress professionally.
• The government has a policy of providing free healthcare to all citizens.
• Our policy is to always deliver our products on time.
• The hotel’s policy is to charge a cancellation fee if a reservation is cancelled within 24 hours of the check-in date.
• It is company policy to conduct background checks on all new hires.

Examples Of Using Procedure In A Sentence

• The procedure for submitting an expense report is to fill out the form and attach all receipts.
• Before performing any maintenance on the equipment, it is important to follow the proper procedure.
• The procedure for handling customer complaints is to listen to their concerns and offer a solution.
• Employees must follow the proper procedure for clocking in and out of work.
• The procedure for booking a conference room is to check the availability calendar and then submit a request.
• All employees must follow the safety procedures when working with hazardous materials.
• The procedure for resetting a password is to answer security questions and then create a new password.
• Before conducting a performance evaluation, managers must follow the proper procedure.
• The procedure for handling a fire drill is to evacuate the building in an orderly manner.
• When a customer returns a product, employees must follow the proper procedure for processing the return.

Common Mistakes To Avoid

When it comes to policy and procedure, it’s easy to get confused and use the terms interchangeably. However, this can lead to some common mistakes that can have serious consequences. Here are some mistakes to avoid:

1. Using The Terms Policy And Procedure Interchangeably

One of the most common mistakes people make is using the terms policy and procedure interchangeably. While they may seem similar, they are actually two distinct concepts. A policy is a set of guidelines or rules that govern an organization, while a procedure is a set of steps that must be followed to carry out a specific task.

For example, a company might have a policy that prohibits employees from using company resources for personal use. A procedure, on the other hand, might outline the steps an employee must follow to request time off.

Using these terms interchangeably can lead to confusion and misunderstandings, which can have serious consequences. For example, an employee might mistakenly believe that a policy is a set of steps to follow, leading to non-compliance and potential disciplinary action.

2. Failing To Update Policies And Procedures

Another common mistake is failing to update policies and procedures on a regular basis. As an organization changes and evolves, its policies and procedures must be updated to reflect these changes. Failure to do so can lead to outdated policies and procedures that are no longer effective.

For example, a company might have a policy that requires employees to wear business attire to work. However, if the company changes its dress code to allow more casual attire, the policy must be updated to reflect this change.

Failing to update policies and procedures can also lead to legal issues. For example, if a company’s policy on harassment is not up-to-date with current laws and regulations, the company could face legal action if an employee experiences harassment in the workplace.

3. Failing To Communicate Policies And Procedures Effectively

Finally, failing to communicate policies and procedures effectively is another common mistake. Policies and procedures are only effective if employees understand them and are able to follow them. If policies and procedures are not communicated effectively, employees may not be aware of them or may not understand how to follow them.

One way to avoid this mistake is to provide training on policies and procedures. This can help ensure that employees understand the policies and procedures and are able to follow them effectively. It can also help ensure that employees understand the consequences of non-compliance.

Another way to communicate policies and procedures effectively is to make them easily accessible. This can be done by posting them on the company’s intranet or by providing printed copies to employees.

Tips For Avoiding These Mistakes

Here are some tips for avoiding these common mistakes:

• Make sure you understand the difference between policies and procedures
• Regularly review and update policies and procedures
• Communicate policies and procedures effectively through training and accessibility

Context Matters

When it comes to creating rules and regulations within an organization, the choice between policy and procedure can depend heavily on the context in which they are used. While policies and procedures are often used interchangeably, they are distinct in their purpose and scope.

Policy Vs Procedure

A policy is a broad statement that outlines the goals, values, and expectations of an organization. It sets the tone for decision-making and provides a framework for consistent behavior. A procedure, on the other hand, is a specific set of steps that must be followed in order to complete a task or achieve a goal. Procedures are more detailed and prescriptive, providing a roadmap for how to accomplish a specific task.

Examples Of Different Contexts

The choice between policy and procedure can vary depending on the context in which they are used. Here are a few examples:

Healthcare

In a healthcare setting, policies might be used to outline the organization’s approach to patient care or to define the roles and responsibilities of different departments. Procedures, on the other hand, might be used to outline the steps that must be taken to admit a patient, administer medication, or perform a surgical procedure.

Manufacturing

In a manufacturing setting, policies might be used to outline the company’s commitment to safety or to define the quality standards for its products. Procedures, on the other hand, might be used to outline the steps that must be taken to operate a particular machine or to perform a specific task on the production line.

Education

In an educational setting, policies might be used to outline the school’s approach to discipline or to define the expectations for student behavior. Procedures, on the other hand, might be used to outline the steps that must be taken to enroll a student, to administer a standardized test, or to handle a disciplinary issue.

When it comes to choosing between policy and procedure, context matters. While policies provide a broad framework for decision-making, procedures provide a more detailed roadmap for achieving specific goals. By understanding the different contexts in which policies and procedures are used, organizations can make informed decisions about which approach is best suited to their needs.

Exceptions To The Rules

While policies and procedures are essential for ensuring consistency and efficiency in an organization, there are certain situations where the rules may not apply. Here are some exceptions to keep in mind:

1. Emergency Situations

In emergency situations, following policy and procedure may not be feasible or may even be dangerous. For example, in a fire, employees may need to evacuate the building immediately without following the usual evacuation procedures. In such cases, employees should use their best judgment to ensure their safety and the safety of others.

2. Unique Circumstances

There may be unique circumstances where following policy and procedure may not be appropriate or effective. For example, if a customer has a special request that is not covered by the standard procedures, employees may need to use their discretion to accommodate the request. In such cases, employees should communicate with their supervisor to ensure that their actions are in line with the organization’s goals and values.

3. Changes In Law Or Regulations

When laws or regulations change, policies and procedures may need to be updated to reflect the new requirements. However, in some cases, the changes may be so significant that the existing policies and procedures are no longer applicable. In such cases, employees should seek guidance from their supervisor or legal counsel to ensure that they are following the latest requirements.

4. Unforeseen Circumstances

There may be unforeseen circumstances where following policy and procedure may not be possible or may even be counterproductive. For example, if a customer becomes ill in a restaurant, the standard procedure may be to call an ambulance. However, if the customer is a doctor and can provide immediate assistance, it may be more appropriate to follow their advice. In such cases, employees should use their best judgment to ensure the best outcome for all involved.

While policies and procedures provide a framework for decision-making and action, it is important to recognize that there may be exceptions where the rules do not apply. By understanding these exceptions and using good judgment, employees can ensure that they are acting in the best interests of the organization and its stakeholders.

Practice Exercises

To help readers improve their understanding and use of policy and procedure in sentences, it is important to offer practice exercises. These exercises will allow readers to apply what they have learned in a practical way, which will reinforce their knowledge and help them retain the information better.

Exercise 1: Identifying Policy And Procedure

In this exercise, readers will be presented with a series of sentences and will be asked to identify whether the sentence refers to policy or procedure. For each sentence, provide a brief explanation for your answer.

Sentence	Policy or Procedure?	Explanation
Employees must wear safety glasses in the laboratory	Procedure	This sentence outlines a specific action that employees are required to take in a particular setting.
All employees must sign a confidentiality agreement	Policy	This sentence outlines a general rule that applies to all employees, regardless of their role or department.
Managers must complete a performance review for each employee every six months	Procedure	This sentence outlines a specific action that managers are required to take on a regular basis.
Employees are required to attend a safety training session before starting work	Policy	This sentence outlines a general rule that applies to all employees, regardless of their role or department.

Exercise 2: Writing Policy And Procedure

In this exercise, readers will be asked to write a policy or procedure for a given scenario. Provide feedback on each response to help readers understand how to improve their writing.

Scenario: A company wants to implement a new policy or procedure to ensure that all employees are following proper data security protocols.

Response 1: All employees must keep their passwords secure.

Feedback: This response is too vague and does not provide enough detail to be considered a policy or procedure. Consider outlining specific actions that employees must take to keep their passwords secure, such as changing their password every 90 days or using a unique combination of letters, numbers, and symbols.

Response 2: All employees must complete a data security training session before accessing any company systems.

Feedback: This response is a good example of a policy or procedure. It outlines a specific action that employees must take before accessing company systems, which helps to ensure that all employees have a basic understanding of data security protocols.

By offering practice exercises like these, readers can improve their understanding and use of policy and procedure in a practical way. Providing answer keys or explanations for each exercise will help readers to identify areas where they need to improve and reinforce their knowledge of policy and procedure.

Conclusion

After reading this article, it is clear that there is a significant difference between policy and procedure. Policies are high-level guidelines that provide a framework for decision-making, while procedures are specific steps that should be taken to achieve a particular goal.

It is important to understand the difference between these two terms, as confusion between them can lead to misunderstandings and mistakes. By having clear policies and procedures in place, organizations can ensure that their operations run smoothly and that everyone is on the same page.

Some key takeaways from this article include:

• Policies are broad guidelines that provide direction for decision-making.
• Procedures are specific steps that should be taken to achieve a particular goal.
• Having clear policies and procedures in place can help organizations run smoothly and avoid misunderstandings.

It is important to continue learning about grammar and language use to ensure that your writing is clear and effective. By doing so, you can communicate your ideas more effectively and avoid confusion.