HomeMy WebLinkAboutPolicy Development How to Manual
Po/icy De velopmen t
O Geor4e B. Cuff& Associates Ltd.
Management Consultants
THE FOLLOWING ISAN EXCERPT FROM THE ORIGINAL DOCUMENT
5,0 Characteristics of Policies
While the following characteristics are not necessarily associated with each and every
policy, they are useful in providing the reader with a broad description of what
distinguishes policies from other forms of decision-making. The following are seen as
some of the attributes of policies which serve to distinguish policies from other useful
management tools.
➢ GENERAL GUIDELINES
Policies, for the most part, are intended to set out general guidelines to those who
implement policies rather than detailed prescriptive statements. That is, policies are
expected to be fairly broad in their nature rather than providing a detailed roadmap on
how something is to be done. As we will note later in this manual, the detailed directives
are contained in the form of operating regulations or, in other words, procedures.
➢ FUTURE ORIENTATION
Policy statements are written to deal not only with what is currently happening, but with
an eye to the future. Thus, policies must anticipate changing conditions and must be
sufficiently broad so that such changes can be covered within the existing guidelines.
➢ DISCRETIONARY
Policies will often provide some degree of discretion within their interpretation to allow for
some flexibility by those who administer policies. That is, often policy making anticipates
that senior staff will still be allowed some degree of discretion in deciding how to impose a
particular policy. Thus, the interpretation and enforcement of policies can be purposefully
flexible.
➢ BASED ON PRINCIPLES
Policy statements embody a reflection of what the leaders of the organization believe to
be right, just, good, and "ought to be". Policies represent the values and principles which
reflect the orientation of those charged with approving policies.
➢ ACTION ORIENTED
Policy statements are a reflection of action. That is, rather than merely establishing goals
for the organization, policies speak to the matter of what will be done now and in the
future. In part, for that reason, policies operationalize goals and objectives.
➢ SET LIMITS
While policy statements may be broad and flexible depending upon the subject matter
being dealt with, policy statements also establish boundaries or limits. Policies are meant
to provide a clear indication of the direction preferred by the leaders of the organization.
For that reason, policies provide the boundaries of what is approved in comparison to that
which is clearly not in the best interest of the organization.
➢ DYNAMIC
Policies are not intended to remain static within an organization, but, rather, are open to
change on a continual ongoing basis. Policies may be amended from time to time based
on good evidence that the current policy does not address fully all of the issues or that
current conditions have changed. As well, policies may be waived from time to time
depending upon the nature of the request. It is certain that your policy manual should be
reviewed in its entirety at least once every one to two years to ensure that existing
policies are indeed current.
➢ RECONCILE CONFLICT
Policy statements, when open to the public, provide the local citizens with a clear
indication of the existing Council policy and, as a result, may provide some justification for
the decisions currently being undertaken. Due to the manner in which they are prepared,
policies will provide a useful reference point for all parties entering into the discussion
around a particular policy. As well, policies can be useful in reconciling conflict by being
seen as equally fair to all people and in all situations.
➢ ESTABLISHED BY COUNCIL AS POLICY MAKERS
A key consideration in the establishment of policies is the need to address the particular
roles of each part of the community. While we go into this particular topic in greater
depth later, it is evident that policies are intended to be established by Council as the
policy maker. Thus, while most policies will be drafted by senior staff and will be reviewed
by them for error in content, they will be approved formally by Council. Policies should be
presented to Council at a Council meeting or a committee meeting for active discussion
leading up to the approval of the policy. It may well be, for instance, that Council refers
the particular policy back to the administration or to a committee of Council for further
review prior to establishing a clear cut policy on the matter.
END OF EXCERPT