Free Policy and Procedure Templates – A Comprehensive Guide

Creating a policy and procedure manual is a relatively easy task. It gets more difficult as your business expands. You are likely to need to migrate to a content management system once you get to a certain size. However, if you need an easy Policy and Procedure Template then there are many options available.

A policy manual primarily outlines the rules, guidelines, and principles that govern an organization’s overall approach to various aspects of its operations, such as ethics, conduct, and decision-making. It focuses on setting the overarching standards and expectations.

In contrast, a procedure manual provides detailed, step-by-step instructions on how specific tasks and processes should be carried out within the organization. It offers a practical guide for employees to follow when performing their day-to-day duties.

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Policy and Procedures For Better Human Resources

A policy and procedures manual is a document that defines all of the the policies and procedures of an organization.

Procedure manuals, quality manuals, employee handbooks, standard operating procedure manuals are all similar and commonly form part of the Human Resources (HR) department of an organization.

There are many areas across any organization that require policies and procedures and the depth and scale will depend on the size of the organization. If you are looking for free information then the web is full of opportunities to build your ‘system manuals’ for free.

There are plenty of opportunities to purchase these types of templates for employee handbooks online or sign up to a subscription based website where you pay a monthly rate to use templates to deliver your HR resources to your team.

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What Is a Procedure?

Wikipedia defines a procedure manual as:

“A procedures manual or procedural manual typically gathers together a number of procedures used within an organisation, or for a specific set of functions.

A procedure is a document that instructs workers on executing one or more activities of a business process. It describes the sequence of steps, and specifies for each step what needs to be done, often including when the procedure should be executed and by whom.“

https://en.wikipedia.org/wiki/Procedure_(business)

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What Is a Policy?

Wikipedia defines policy as:

Policy is a deliberate system of guideline to guide decisions and achieve rational outcomes. A policy is a statement of intent and is implemented as a procedure or protocol.

https://en.wikipedia.org/wiki/Policy

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What Is a Process?

Wikipedia defines process as:

A business process begins with a mission objective (an external event) and ends with achievement of the business objective of providing a result that provides customer value. Additionally, a process may be divided into sub-processes (process decomposition), the particular inner functions of the process.

https://en.wikipedia.org/wiki/Process

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More Detail About Policy and Procedure Templates

Firstly, let’s take a look at what a good policy and procedure manual might look like so you can determine if you can use a free template if you find one.

Then we will take a look at 10 websites that provide free templates which may or may not be suitable for your situation.

What Is In a Policy and Procedure Manual?

The short answer is….A lot of things!

From describing the expected behaviours through to providing step by step guidelines for team members to follow, policies and procedures cover a large part of communicating requirements to personnel.

We have had a look around the web to find out what free procedure manual templates are available and are happy to report the following below so keep on reading further down to learn more about what we found.

Please remember, you get what you pay for so typically a lot of these free templates we found were simply there to attract you to buy a more expensive option or sign up to a subscription based service.

What Does a Good Free Policy and Procedure Template Look Like?

Typically a free procedure manual template is a couple of pages that you could download in MS Word to allow you to create your own procedures. There really isn’t that much in it and it is probably something you could create yourself in a few minutes anyway.

However, these free templates available allow you to learn about how other companies set up their businesses and allow you to get some good free information about systematizing your business to ensure you are heading in the right direction.

A Simple Manual will Improve Your Start-up

If you’re starting off in business, then a free procedure manual template is likely to satisfy what you need for start-up phase. Similarly, templates for employee handbooks are provided across the web in many forms.

Once things progress, then it is highly recommended to take it seriously and get a robust system in place. There are many advantages and disadvantages of using free policy or procedure manuals and templates.

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Language and Tone for System Documents

The language and tone of a policy and procedure manual should be clear, concise, and easily understandable for the target audience.

Generally the language and tone should:

• Use clear and straightforward language.
• Maintain a consistent writing style and format
• Keep the content concise and to the point
• Use an ‘active voice’
• Have an organized structure
• Use visual aids and be user-focused.

The language and tone may vary based on the specific context and audience of the manual.

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What Does a Good Policy and Procedure Template Table of Contents Look Like?

If you need to plan out your table of contents, take a look at this table of contents for a policy and procedure manual.

You should customize the sections and subsections according to your organization’s specific needs and regularly update the manual to reflect changes in procedures, policies, or regulations. Below is a typical employee handbook format that you could use for your team.

Example Policy and Procedure Template Table of Contents

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Mandatory requirements for a Policy and Procedure Manual

There are definitely some mandatory requirements for a Policy and Procedure Manual for any business. This might go without saying, however it is important to ensure the basics are covered. Below is a table that outlines some mandatory information you need to include in your Policy and Procedure Manual.

Mandatory HR Policy and Procedure Manual Content

Mandatory Section	Mandatory Content
Introduction	A lot of new staff will be reading your procedure manual so an introduction and welcome page from the business owner or department head in a larger organization is something that should be included.
Business Details	Details of the business such as phone numbers, website address, street address, post office box numbers and email addresses are just some of the mandatory basic items that should be included.
Management Names, Positions and Roles	The names and roles of the management team is important to show leadership to the entire team.
Emergency Requirements	Emergency protocols should be outlined in detail including emergency procedures, emergency gathering points and emergency phone numbers.
Professional standards	Expectations of behaviour and dress codes are essential items that should be included.
Relevant Procedures	Procedures should be included and covered in detail to fill out the body of the document.
Relevant Policies	Policies should be included and covered in detail to inform staff of the standards expected within the organization.
Organizational Chart	An Organizational Chart shows the hierarchy of the organization and allows the whole team to understand how the business operates.
Team Roles	Finally, team roles are important so each team members understands how they fit in the bigger picture.

Addressing the items above will be a great start for creating a policy and procedure manual from a good quality policy and procedure manual template.

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Finding a Free Templates Online that are Good Quality

Finding a simple, good quality free policy and procedure manual template online can take considerable effort. There are numerous websites that provide simple, free MS Word documents you can download.

However, the majority of these are very average quality or simply don’t have much content in them. We have collated a ten websites below that offer free templates in some form or another.

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10 Websites to Find Free Policy and Procedure Templates

Typically, free offerings vs paid offerings online have a considerable difference. Obviously if you are paying for templates you would expect a decent quality product. Alternatively there are subscription based services as well which have comprehensive templates within them.

However, if you are a tiny business, you may not need this level of detail for a few team members. It could just be overkill.

Paid Template vs Free Templates

Some of these websites below require you to pay to get their full premium versions or access to their subscription based service.

If you are just starting out in business, it is good to keep things free as you want to watch your bottom line. So there is nothing wrong with starting from scratch, downloading some free samples and creating your Human Resources system from any of the free options below.

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Free Templates Option 1 – Digital Documents Direct

Number one on the list is our template from Digital Documents Direct. We have a free version and a paid version. If you are looking for something that has a lot of detail already completed in it, that is generic, and suitable for nearly any type of business then take a look at our paid version.

So, check it out below in an easy MS Word format for you to download – 100% free with no signups or anything.

If you need more detailed versions then don’t hesitate to check out our paid versions as well. They are really for small to medium businesses and are easy to purchase, download and apply to your business in minutes.

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Free Templates Option 2 – Bizmanualz

Bizmanualz

The Bizmanualz website has free templates available. Check them out and see if there is anything that suits your business.

We reviewed their website to see if there were any options that you could download for free that are useful. You need to sign up to their mailing list to get access to their free documents.

Once you have signed up – there are options for choosing free samples from several areas of their website which is helpful.

Money-Saving Bundles, Department Manuals, and Sector Manuals – so go ahead and check out what they have.

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Free Templates Option 3 – Process St

Process St
Process St provide a range of free templates. If you dig into their website there are many options available.

Process St is a simple and powerful way to manage your team’s recurring checklists and procedures.

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Free Website Option 4 – Template.net

Template.net
Another good resource for finding free templates is Template.net. There are plenty of things to look at on this website. Lots of ads too.

It looks like this website is related to TemplateLab, and SampleTemplates.com. I could be wrong however they look very similar. Still, there are plenty of templates to choose from and you can spend a ton of time looking through the templates to find something that suits you.

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Free Website Option 5 – SampleTemplates

SampleTemplates.com
Another good resource for finding free templates is sampletemplates.com. Sample templates has so much stuff and continually adding more. This site looks very similar to TemplateLab with a lot of the templates taken from businesses around the world.

It is very helpful to see how other people have developed their policies and procedures, but can make it difficult to actually get your document completed due to the massive amount of information that can become overwhelming.

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Free Website Option 6 – Converge Point

Convergepoint.com
Converge Point is another great resource for finding free templates. There is plenty of information on this site and very professional. Integration with Sharepoint is also an option.

If you visit their resources area there is plenty of information to consider there. You could be there a while.

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Free Website Option 7 – TemplateLab

Templatelab.com
TemplateLab has tons of options to look through. Their website also has tons of ads you may find your first visit a bit confusing. However, after a while you get to understand what is an ad and what isn’t.

There are plenty of templates available, however by the looks of it, the majority of the templates are simply taken from organizations around the world. It will take you a while to go through them all and find something relevant to what you need.

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Free Website Option 8 – PowerDMS

Powerdms.com
Lots to look at here.

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Free Website Option 9 – Templates.office.com

Templates.office.com
Microsoft has basic templates you can download. Their options are presented well and include a range of free choices.

However, you may find the content is a bit thin and you might need to add a lot of your own information to make it worthwhile.

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Free Website Option 10 – SmartSheet

Smartsheet.com
Smartsheet is very professional and includes a range of templates for just about anything. A lot of the templates are a bit light on detail, however there are tons to choose from.

You may find it hard to find something specific though for your business. There are of course premium options available as well which you might want to consider.

So there are 10 websites with a huge range of free content available. Make sure you check them out.

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Pros and Cons of Free Policy and Procedure Templates

Pros (For)

It is free (obviously ( : )

No commitment to subscriptions of signups

It will give you an idea of what others have done and you can learn from their experiences with no cost

If you are prepared to search you can probably find a lot of the information you need

Overall – it is free and no commitment

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Cons (Against)

Likely to have a limited amount of content

Likely to be unrelated to your business

Could take you a lot of time to find a good one

Will take you even more time to customize it to suit or combine several together

You might need to signup with your details

Will likely require formatting to suit your organisation

Overall – Very time consuming

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Policy and Procedure Manual Template in Word

Flexibility for Business Growth

As your organization grows, you will eventually need a more flexible tool that allows you to manage data better. There is simply way too much information required to rely on an MS Word document.

However, to get the ball rolling, MS Word is definitely a cost effective way to start.

A basic Microsoft Word Policy and Procedure Manual Template is low cost. You could even purchase an MS Word template and this will allow you to roll it out to your team in minutes instead of months.

Procedure Manual Template + 44 x Free Templates – Read More

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Free Policy and Procedure Templates. Are they Worth the Effort?

Are they really suitable?

Focusing on your quality system for your business should be your number 1 priority. If you want to build an organisation instead of just a business with you as the CEO (Chief Everything Officer), then you need to start on your quality system immediately.

Build a Strong Foundation

A Quality System builds your business with a strong foundation. If you don’t have any policies, procedures, rules and guidelines, you will find it very difficult to build your organisation efficiently.

Why you need policies and procedures

Policies provide rules and guidelines for team members. Procedures are instructions for getting things done. Combine both of these together and you are well on your way to creating information for your team to follow daily and ensure standards are kept high in your organisation.

What is free information like?

If you take a look around online you will see there are numerous websites offering free templates. Most of these templates are not that useful. If you are serious about your policies and procedures for your business, then consider making an investment in something that is going to give you exactly what you need. Making a policy or procedure manual from free templates is pretty much starting from scratch.

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What are the Differences Between Policies and Procedures?

In summary, policies provide the overarching framework and guidelines, while procedures offer detailed instructions on how to carry out tasks within that framework.

Both are essential for creating a well-organized, compliant, and efficient business environment.

Separating policies and procedures is important because policies set the strategic direction and ethical standards for the organization, guiding decision-making, while procedures provide the specific, practical steps employees need to follow, ensuring standardized and efficient implementation of these policies in day-to-day operations.

This clear distinction ensures a well-structured and compliant business environment, balancing strategic vision with practical execution.

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I own a Small Business – Do I really need Policies and Procedures?

Yes, even small businesses need clear policies and procedures as they provide structure, consistency, and efficiency, helping employees understand their roles and ensuring compliance with legal and ethical standards, ultimately fostering a well-organized and sustainable business environment.

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Free Policy and Procedure Template

Click the images below to download our basic free Policy and Procedure Template. Choose either PDF format or MS Word format.

Free Procedure Manual Template

Click the images below to download our basic free Procedure Manual Template. Choose either PDF format or MS Word format.

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What are the Minimum Policies for a tiny business?

Even if you have a small business of 2 or 3 staff, you should have the basic minimum policies for your small team to follow.

This list would be the minimum policies expected.

• Code of Conduct/Ethics
• Confidentiality and Data Protection
• Communication
• Roles and Responsibilities
• Attendance and Leave
• Safety
• Conflict Resolution
• Compliance

Even some basic policies such as the items mentioned above will ensure transparent communication between parties.

A Policy and Procedure Manual will improve the performance of your organization. A Policy and Procedure Template will allow you to create your manual easier and faster.

If you are searching online for something suitable for your organisation, the results can be overwhelming. There are so many to choose from and it is difficult to determine which direction to take.

Utilizing free resources are worth the effort to help you gauge the right direction to take and once you have explored the options available and the suitability, you can then possibly commit to a paid solution at a later date.

If you are just starting out in business or looking to save some money, then download our basic free Policy and Procedure Template. This will at least help you to get started and once you progress in building your manual, you can then consider alternatives at a later date.

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Why you must Focus on HR (Human Resource) Documents

Guidelines for Better Performance

Delivering your product or service accurately requires quality expertise. A team of people that are committed and dedicated to what they do. You cannot afford to cut corners when it comes to employing the right people.

The right people in combination with the right system documents is key to success.

A document or set of instructions that communicates tasks, processes or policies will make an immediate difference to the performance of any organisation. It can have a range of things in it depending on the type of business you have, how complex your business is and how it operates.

It doesn’t matter if you need an office manual template or a workshop manual template. The point is, you need something for your team to follow regardless of what they do.

It can also include policies and rules about how your team should behave in your business. As business owner, if you haven’t communicated this to your team then it is likely they will adopt their own standards.

The last thing you want is a team of people that behave however they want in your business. Setting the standards is good business and making sure everyone understands these requirements is essential to build team morale and provide a vision and direction for your business.

These documents offer a standardised method for creating your product or delivering your service. Numerous tasks, workflows, and rules, assuring operational consistency and efficiency are essential.

Any business owner that doesn’t take Human Resources seriously is asking for trouble. People are complex and it takes significant effort to ensure your team is aligned and productive every day.

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Creating Your Policy and Procedure Manual with MS Word

You might create a Policy and Procedure Manual together as the two work hand in hand with each other to ensure your business runs efficiently.

The first thing you can do is separate your manual into 2 sections. Creating policies and procedures in your business improve your quality management system all around.

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Section 1 – Procedure Manual

Procedures Manual Table of Contents

Headings for a Procedure Manual

Here are a list of typical headings you would have in the Procedure Manual section.

Introduction

• Introduction and Purpose
• How to use this manual
• When to use this manual
• Roles and Responsibilities
• Quality Control and Compliance

Procedures and Workflows

• Procedures and Workflows

Help

• Troubleshooting and Problem Resolution

These are just a few things you can include in your Procedure and Policy Manual.

If you need to develop an office procedure manual then you should consider purchasing a template. This will save you significant time and effort. Generating a Procedure Manual from scratch is a huge task.

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Section 2 – Policy Manual

Policy Manual Table of Contents

Headings for a Policy Manual

Here are a list of typical headings you would have in the Policy Manual section.

Firstly, you want to have an introductory section. This introduces new employees to your company and advises them of the basics. This could include a Mission Statement of your company and the history of your company.

Policy Manual Introduction

• Policies Summary

Then you might get into the basics like the following.

General Guides

• How to use this manual
• How to use policies
• When policies are updated
• Revisions

Then you might break your policies down into various areas. You should include an Equal Opportunity Policy and other typical policies.

Detail of Policies

• Policies List
• Equal Opportunity Policy
• Non-Smoking Policy
• Health and Safety Policy
• Corporate Responsibility Policy
• Code of Conduct Policy
• Other Policies

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Does your Business Need a Policy and Procedure Manual?

Maybe the question should be – Can you really afford to not have one? Creating a Policy and Procedure Manual with MS Word is really simple and easy and you can get it rolled out to your team almost instantly.

Can you really develop a good quality business without standards, guidelines and rules?

It would be very difficult to create a good quality business if you don’t have any rules, policies and guidelines for your team to follow.

Your team would be like a ship without a rudder.

Like the old saying:

“A man or woman without a purpose is like a ship without a rudder”.

There is a lot to all parts of an organization, and if your business is complex, then there is a ton of information you need to add.

Make a start today and think about the future of your business, because in 6 months time, 12 months time or 2 years time, you will be glad you spent the time to start.

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3 Important reasons you need Policies and Procedures

3 important reasons you need policies and procedures in your business include:

1. Critical Tool for Consistency

Firstly, it serves as a critical tool for maintaining consistency in operations.

Small businesses often operate with limited staff, and a policy and procedure manual ensures that every employee follows standardized processes and workflows, leading to consistent product or service quality and customer satisfaction.

2. Dramatically helps with Employee Training and On-boarding

Secondly, a policy and procedure manual aids in employee training and on-boarding.

Small businesses may frequently hire new employees or cross-train existing ones. Having a well-documented manual simplifies the training process by providing a comprehensive guide that new hires can refer to, reducing the time and resources needed for training.

This not only accelerates the integration of new team members but also minimizes the risk of errors and misunderstandings.

3. Reduces Your Workload as Business Owner

As we all know, operating a business is not easy. You need all the help you can get. A policy and procedure manual is like another manager. Helping your team to deliver your products or services to the benchmarks you as the business owner know are required to survive.

In essence, a policy and procedure manual is a foundational resource that fosters efficiency, consistency, and adaptability in a small business, contributing to its growth and sustainability.

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What Format Will You Create Your Policy and Procedure Manual with?

Depending on where you are in the creation of your policy and procedure manual will determine what format you will use. There are many advantages and disadvantages of each type of system. Below are just a few:

MS Word – Is it Good Enough?

Obviously you can use a simple format like MS Word and create a manual quickly and cheaply. However over time you will find that this may not be suitable enough.

If you are building a comprehensive quality system, then the simplest and fastest way to kick things off is to use MS Word. However, overtime this is likely to become an issue due to the amount of information you need to add to the manual.

MS Word is going to help you get things going fast, however you will quickly realize you need something else to build your quality manual as it grows quickly.

No matter where you wind up in the future, getting things started with a Microsoft Word template will make things move much more quickly for you and allow you to start gathering the content in one location, which can then be transferred to another platform if necessary.

Microsoft Sharepoint – Clunky or What?

We all know about Microsoft Sharepoint and how clumsy it is to create elements and operate. There are certainly better choices out there than using this tool. It has been around for a long time, however has it ever been used successfully?

Also – what would you do if Microsoft decide to stop developing it?

WordPress – More Expertise Required

WordPress is an excellent CMS (Content Management System). However, it takes a bit of expertise to operate it. If you have the internal knowledge in your organization to use WordPress, then it certainly is a great option.

Other Platform Alternatives – Third Party Platforms

You can create your policy and procedure manual in a range of other formats. Remember though, if you commit to a format, be aware that things change quickly and the last thing you need is for the platform to be removed or deleted.

There are numerous third party platforms available. However, as mentioned above, remember if you put a massive amount of effort into your system manuals and the third party sells, decides to stop developing it or doesn’t deliver, where will this leave your business?

Potentially it is high risk.

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Microsoft Word is the Fastest Option to Get Going

If you need to create a policy and procedure manual quickly, the easiest way to do this is to use Microsoft Word. It is a fast and easy way to create a manual within minutes.

Flexibility and Ease for Business Growth

As your organization grows, you will eventually need a more flexible tool that allows you to manage data better. There is simply way too much information required to rely on an MS Word document.

However, to get the ball rolling, MS Word is definitely a cost effective way to start.

A basic Microsoft Word Policy and Procedure Manual Template is low cost and the advantage is most people know the basics of using MS Word, so you can delegate some of these tasks to your team.

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Using MS Word is going to allow you to focus on getting the content right. It also allows you to see how things go in your business without outlaying too much expense. You need to know what is actually going to work and what will be the best for your business.

Microsoft Word is a fast and easy way to create a Quality System for your business

Every business is different and will require different methods of staff accessing the manual, so starting out with an MS Word file could be a good planning tool for your Policy and Procedure Manual.

Download our template if you like and you would have your manual started immediately.

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The Benefits of Using MS Word

MS Word has been around for a long time. This program is the staple diet of all IT keyboard warriors across the planet. If you needed to create any simple document, chances are it was created on MS Word.

To create searchable documents, it is a relatively easy task. However as your business expands it becomes difficult to manage. No doubt if you are just starting out in business, you need to keep your costs low. Using MS Word is the best way to create a policy and procedure manual for relatively low cost.

The other advantage is you can also source free MS Word policy and procedures templates online and combine these together to create your system manual quickly.

Easy Accessibility is Essential

Think about how your team will be best interacting with your Quality System and make it as simple and as easily accessible as possible.

They need to be able to get instant, easy access to it and be able to read and understand it easily. If they can’t then chances are they won’t. No point in making a quality system that is cumbersome, difficult to use, or difficult to read.

Take away all potential roadblocks for staff using your quality system.

The last thing you need to do is make your team’s job harder. This defeats the purpose of having a good quality system to keep your business nimble and flexible.

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MS Word also Has Easy Reference Tools

So if you are going to create a policy and procedure fast with MS Word, check out some of the tips below you can utilize to speed things up. If you know how to use it, it saves a lot of time and you can produce professional documents very quickly.

Let’s take a look at a couple of great feature of MS Word. Firstly, the Automated Table of Contents. This feature is awesome. Create a quality system fast using a policy and procedure template with a table of contents already formatted.

Automated Table of Contents Benefits

The automatic table of contents in Word is great once you know how to use it. If you don’t, it will take a little bit to understand how it works. However, there are numerous benefits of using the automated table of contents feature.

A couple of these are:

• Once it is set up – it is very easy to update your Policy and Procedure Manual

• It makes it very easy to plan out your document accurately

• You can easily see the context of your document every time it is updated in the Table of Contents

• It helps you plan your document and improve the overall structure.

Table of Contents Feature

Let’s take a quick look at some of the settings to speed things up for you.

So go to References then click Table of Contents in the left corner.

You can insert the type you want pretty easily. Changing it does become a bit harder but use the Styles to create your automated styles.

Click the image to enlarge.

How to Open MS Word Styles Box

To Open the MS Word Styles press the following keys together…

SHIFT CTRL ALT and the letter S.

Yes – 4 keys at once…..!

This will open up the styles and you can go through and change the styles to suit.

You can see the Styles box on the left hand side in the image below.

Click the image to enlarge.

Using the styles takes a bit of practice. There are plenty of options to consider and you might need to do some research online on how to make it work right.

Find and Select Feature

The find and replace feature in MS Word is really powerful to replace text fast and accurately.

Step 1 – Find the Find and Select Button

You should find the option to open this feature in the top right hand corner of the screen. See below.

Step 2 – Click the More Button

Once the popup box opens, you can see there is an option to expand the box. See circled below.

You can see the options are now expanded and they can be hidden again by simply clicking the same box.

Step 3 – Enter the Text you want to Find and Replace

Now you can include the text you want to change in the options provided. Also note the other check boxes below this which allow some pretty powerful functions and are worth experimenting with.

The Find and Replace feature has plenty of options to try. Experiment with what they do because they can make your life a lot easier when amending a file.

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The Positive Benefits of Using Microsoft Word

OK, so there are massive benefits of starting a Policy and Procedure Manual with Microsoft Word.

It is very cost effective. All you need is MS Word software and you are ready to go.

It is easy to add information. You can simply open the document and start adding policies and procedures.

It is easy to update. Nothing to it. Just open up the file and away you go.

The search function is already in there and easy to use. Train your team to use the search function.

You can use MS Word to start things off and this will allow you to get content together which you can still use down the track if you decide to use another method such as a database.

Giving others access to the file is easy. They just need to know where it is.

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The Negatives of Using Microsoft Word

Once your manual gets to a certain size it is going to be harder to manage.

You can’t really keep printing out your manual each time it gets updated.

It makes it hard to track changes if you want to track changes in your manual.

You cannot separate your manual into different permissions for each type of team member in your business. Some area you may not want your team to view.

Giving other access to the file might be risky. They could potentially change it which might have significant consequences to your quality control.

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MS Word Alternatives for HR Documents

You can create a procedure template in Word or a policy template in Word, however, think about these other packages too. Did you know there are a ton of alternatives to using MS Word?

Similar Options for the Same Result

Similar programs that allow you to do the same thing. If you check Google this is what pops up. There are quite a few alternatives to consider.

LibreOffice – Another Free Option

LibreOffice is another free alternative to MS Word. It is very similar however the best bit about it is it is free.

This open source software is great and will do the job for you with no dramas. The biggest benefit is that it is free. Something you should be looking out for if you are starting out in business.

LibreOffice functions much the same way as MS Word. It has a lot of the features of MS Word and all you simply need to do is get used to using it and before you know it you will be an expert and using it.

Save heaps of money by using LibreOffice.

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Are Free Policy and Procedure Documents Really Worth it?

Let’s keep going and talk a bit more about the benefits of getting a free procedure manual in your business.

Are These Free Procedure Manuals Any Good?

• Yes – some of them are ok.

• They have a decent amount of information to get you going. However, you can wade through a ton of information before you find relevant information.

Free or Paid? Reasons to Choose

• If you pay for a manual you are likely to get a lot more better quality content.

• Some of it will be relevant and some of it won’t. However, it will certainly save you a massive amount of time. Just getting the content together takes years of work.

• You need to ensure the content you are receiving is worthwhile

• Paid manuals usually come with a massive amount of information that you can tweak to suit your business – but sometimes just the tweaking is going to take a lot of time.

Free Usually Means a Lot of Effort

• If you’re looking for a free procedure manual you probably gonna have to put a lot of it together yourself…

• Which is fine it you have plenty of time.

• However, the last thing you need to do is waste a lot of time building a procedure manual because you got it for free.

It’s all about time. How much time do you have? And what quality level do you need?

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Download Our Policy and Procedure Template

Sample Policies and Procedures Manual for Small Business

Digital Documents Direct’s Microsoft Word Policy and Procedure Manual Template is below. This is a HR policies and procedures manual (.docx file format). Our template already comes set up a ready to go with the Automated Table of Contents in place.

This procedure manual template will allow you to instantly implement a Policy and Procedure Manual in your business in minutes instead of days.

It includes a ton of generic information that is applicable to almost any type of business. There are easy ways to update the template to fit your business simply using the Find and Select tool in MS Word.

Check it out at the following link. Click the image below.

This Policy and Procedure Manual Template will allow you to create a Policy and Procedure Manual efficiently and quickly.

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An Example of a Policy

Your team need to know where they stand when it comes to how they behave in your business. If they can’t follow your standards or don’t want to follow your standards, then there is a high chance they should likely look elsewhere for a job.

Communicating these policies will ensure your team know exactly what is appropriate for many different areas of behaviour. Communicating these standards to your team is a relatively simple exercise and certainly worth the effort. Use templates to save yourself a massive amount of time.

The following page below is an example of a policy. This policy is an Anti-Bullying Policy. This type of document should be direct and to the point.

An Example of a Procedure

Check out a simple procedure manual example below. This is a relatively simple task of preparing a meeting room for use. If your administration team need to know how to complete this task, it is listed out step by step.

You can see the format is simple, the steps are simple and the images help to assist in understanding the relative task required.

The following image is an example of a very simple procedure. Creating a procedure is relatively easy. However, should you be breaking down the task into something small so it is manageable?

Providing images in the step by step process makes it easier to absorb the tasks. However, this is going to take you a lot of time to create.

Particularly if the process is complex and detailed. Speed it up by using a policy and procedure template.

Should You have both Policy Manuals and Procedures Manuals In Your Business?

The short answer is – yes!

A corporate policies and procedures template is likely to be much more comprehensive, but you would be surprised!

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5 Advantages of using a Policy and Procedure Manual Template

There are many advantages of using a Policy and Procedure Manual Template and below are 5 important advantages.

Advantage 1 – Savings in Time and Effort

• Using a template simplifies the process of developing a policy and procedure manual, decreasing the time and effort necessary to create documents from scratch. This enables firms to better allocate resources.

Advantage 2 – Consistency

• Templates promote consistency and uniformity in the formatting and structure of policies and procedures. This uniformity makes it easier for staff to comprehend and follow instructions.

Advantage 3 – Compliance

• Templates frequently integrate industry-specific or regulatory standards, assisting firms in more successfully adhering to rules and compliance needs. This eliminates the possibility of legal problems and fines.

Advantage 4 – Ease of Updates

• When it comes to revising rules or procedures, templates make it easier to make changes while preserving a uniform document structure. This agility is critical for adjusting to changing corporate requirements and laws.

Advantage 5 – Training and Onboarding

• Employee training and onboarding are aided by policy and procedure guides developed from templates, which provide a clear and structured reference point for new recruits. This facilitates workers’ understanding of their jobs and duties.

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The Positive Benefits of a Policy and Procedure Manual

The positive benefits of having a policy and procedure manual in your business far out-weigh the negatives.

Your team will be aligned in what they are doing daily

Your customers will receive more consistent results

Efficiency will improve and therefore so will profit

You won’t have to repeat yourself as much

On-boarding new team members will be much easier

Expectations, benchmarks and standards will be set and remembered. No need to try and remember ‘what we did last time’

Quality will improve

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The Negatives of a Using a Policy and Procedure Manual

There are a few negatives when it comes to using systems. policies and procedure manuals. Below are just a few.

Team members may push back and not use your system

It will be time consuming to create

It might take a while to see significant benefits

Third party platforms can be expensive

If no-one ensures it is used – it won’t get used

It will take longer to do things. But this is usually a benefit because things then get done properly.

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How Polices and Procedures will Improve Your Business Overnight

Significant Improvement for Minimal Cost

You will see a dramatic improvement if you roll out a policy and procedure manual to your team. Weather it is a basic online employee handbook or a more detailed hard copy, the improvement should be almost instantaneous. Even if your manual is basic, it will still provide you the opportunity to delegate better to your team through detailed policies, procedures and instructions.

Your team need detailed instructions to follow to perform their role correctly. Think of the instructions you receive when you buy that flat pack furniture. It’s no different.

Using a Policy and Procedure Manual Template will be the least amount of effort to get the quickest effect and value for money. You team need direction and a template achieves this.

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If you received no instructions with the flat pack furniture, how would you possibly be able to assemble it correctly? You might be able to guess 50% of it correctly but chances are it isn’t going to turn out too well.

Your team need detailed instructions in a similar manner. If you are trying to operate a business without this tool you are in for one major headache. In fact, you are likely to get nowhere fast because your team all have different ideas on how something should be completed. A recipe for disaster!

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Example 01 – Food Service Procedure Manual Framework

Snack Bar or Coffee Shop Example

Creating a procedure manual for a food service business such as a snack bar or a coffee shop involves organizing detailed instructions and guidelines for various tasks and processes.

Below is an example of an appropriate outline for each section of the a Procedure Manual for a food service business.

I. Introduction Welcome Note Mission and Vision Statement Brief Overview of the Coffee Shop II. Operational Policies Hours of Operation Customer Service Standards Health and Safety Policies Payment and Refund Policies Security Procedures III. Roles and Responsibilities Staff Positions and Duties Managerial Roles and Responsibilities Team Collaboration Guidelines IV. Food and Beverage Preparation Coffee Brewing Guidelines Specialty Drink Recipes Food Preparation and Safety Inventory Management for Ingredients V. Customer Service Greeting and Interacting with Customers Handling Customer Complaints Loyalty Programs and Customer Engagement VI. Point of Sale (POS) System Operating the Cash Register Processing Payments Handling Discounts and Coupons VII. Cleaning and Maintenance Daily Cleaning Checklists Equipment Cleaning and Maintenance Pest Control Procedures VIII. Inventory Management Stocking and Reordering Supplies Monitoring Expiry Dates Managing Vendor Relationships IX. Employee Training and Development Onboarding Procedures Training Programs Continuing Education Opportunities X. Emergency Procedures Fire Safety Protocols First Aid Procedures Evacuation Plans XI. Additional Resources Templates for Order Forms Standard Operating Procedure (SOP) Templates Contact Information for Suppliers XII. Conclusion Acknowledgment of Team Effort Encouragement for Feedback and Improvements

Remember, each section should contain detailed instructions, visuals (such as diagrams or photos where applicable), and be written in a clear and concise manner.

Tailor the content to match your shop’s specific processes and requirements. Regularly update the manual to ensure it remains current and relevant to your operations.

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How many Companies and Organizations have Policies and Procedure Manuals?

Procedure Manuals Build Quality Businesses

Any successful business usually has an extensive system. These systems run the business and ensure it is ticking over daily – in a manner that makes money.

Just do a search online for some of the larger organizations and you will see there are extensive Procedure Manuals online to refer to.

A Large Amount of Work – But Worth the Effort

Building a system to run your business is a massive amount of work. However, you need this to get your business to run efficiently without you being there otherwise you don’t really have a business – you have a job.

How do You Reduce the Amount of Work to Create a Procedure Manual?

The following are some strategies you can use to reduce the amount of work when creating a procedure manual.

• Find some good quality templates. You might need several and combine these to create a comprehensive system for your business.
• Use your team members in quiet period to build your manuals from the ground up. Use videos, text, checklists and other strategies to build a comprehensive manual quickly. Your team are likely to know the processes better than you as well.
• Engage a company to build your manuals for you. This obviously could cost a significant amount of money, however will no doubt save huge amount of time.

A lot of larger Corporations and medium scale businesses are certified for ISO 9000. What’s that? Read on below.

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What is ISO 9000?

The International Organization for Standardization creates and publishes ISO 9000. Wikipedia defines ISO 9000 as a quality assurance family of systems.

“The ISO 9000 family of quality management systems (QMS) standards is designed to help organizations ensure that they meet the needs of customers”

https://en.wikipedia.org/wiki/ISO_9000

Created in 1987, the International Organization for Standardization published the ISO 9000 standards which were based on publications of government procurement standards that go way back to 1979. Remember then? Neither do I….

If you wanted to win government contracts, it was required for your organization to achieve standards and this still applies today in many countries.

If you want to win government contracts for your business, then you need to look further into ISO 9000 and get your business ready for certification to meet these requirements.

However – if you are just starting out or trying to grow your business, don’t worry too much about ISO 9000. You can plan for it later.

How Does ISO 9000 Relate to Procedure Manuals?

If you are a small business, then meeting ISO 9000 requirements is likely not something you can investigate in the short to medium term. You really should just focus on getting your current procedures and policies sorted out to operate your business first and then down the track you can consider the requirements to meet the International Standards as your business grows.

When building your business, you will be documenting your QMS or Quality Manual System. Having some basic understanding of terminology will help you when you build your system.

There is a lot to learn, however if you are a small to medium business, the best thing you can do is keep things simple to start with.

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Think about the team you have and explaining how to perform a task to them on paper. This shouldn’t be too difficult; in fact it should be relatively easy to break the processes into small tasks. The biggest hurdle is time. It takes a massive amount of effort to document your procedures and processes.

A great way to speed it up is to ask your team to help you develop policies and procedures. It couldn’t be better. They will then be part of building the business and it will also keep them very busy.

What is available online to help you get started?

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Example 02 – Onboarding Staff Procedure Manual Framework

Onboarding Procedure Manual Template Outline

Creating an effective onboarding procedure manual is crucial for introducing new employees to your organization and its processes.

Below is another example of an outline for a Procedure Manual for an onboarding process.

I. Introduction Welcome Message from Management Overview of the Organization’s Mission, Vision, and Values Importance of Onboarding for New Employees II. Preparing for Arrival Preparing the Workspace (Desk, Computer, Supplies) IT Setup (Email, Software Access) Orientation Schedule for the First Week III. Day 1: Orientation and Introduction Welcome and Introductions to Team Members Overview of Company Culture and Values Introduction to Company Policies and Code of Conduct Tour of the Office/Facility IV. Company Overview History and Background of the Organization Organizational Structure and Key Departments Products/Services Overview Company Achievements and Goals V. Job Role and Responsibilities Detailed Job Description Key Responsibilities and Expectations Performance Metrics and KPIs Training Plan for Job-Specific Skills VI. Company Processes and Procedures Workflow Overview (From Initiation to Completion) Standard Operating Procedures (SOPs) Relevant to the Role Communication Protocols (Internal and External) Quality Standards and Best Practices VII. Benefits and Policies Employee Benefits (Healthcare, Retirement Plans, etc.) Leave Policies (Vacation, Sick Leave, Holidays) Work Hours and Attendance Expectations Dress Code and Workplace Etiquette VIII. Training and Development Overview of Training Programs Continuing Education Opportunities Mentorship and Support Systems IX. Employee Resources Contact Information (Supervisors, HR, IT Support) Employee Handbook and Policy Manual Access Intranet and Internal Communication Tools X. Health and Safety Workplace Safety Protocols Emergency Procedures (Fire, Evacuation, First Aid) Health and Wellness Programs XI. Feedback and Evaluation Performance Review Process Channels for Providing Feedback Opportunities for Career Growth and Advancement XII. Conclusion Acknowledgment of New Employee’s Role in the Team Encouragement for Questions and Open Communication Gratitude for Joining the Organization

Remember to customize the content of the manual to align with your organization’s specific processes, culture, and values. Providing a comprehensive and well-organized onboarding procedure manual can significantly enhance the new employee’s transition into your organization.

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Example 03 – Leave Procedures

Leave Procedures Example Template

The following is a detailed example of a section for Leave Procedures from a Procedure Manual Template.

Requesting Leave Advance Notice Employees are required to provide advance notice for all planned leaves. The notice period may vary based on the type of leave, but generally, it should be submitted at least days before the intended leave start date. Leave Request Form Complete the designated leave request form, available from the HR department or supervisor. Provide accurate details, including the type of leave, dates, and any necessary documentation. Types of Leave Paid Time Off (PTO) PTO includes vacation days, personal days, and holidays. Employees are eligible for PTO after completing the probationary period. The number of accrued PTO days and the procedure for requesting them are outlined in the company policy. Sick Leave Sick leave is granted for illness or injury. Employees may be required to provide a doctor’s note for extended sick leave. Unpaid Leave Unpaid leave may be granted for specific circumstances. The request must be submitted well in advance, and approval is subject to managerial discretion and the company’s policies. Leave Approval Managerial Approval Leave requests will be reviewed by the employee’s immediate supervisor or department manager. Approval is based on operational requirements, workload, and the reason for the leave. Notification Once the leave request is approved or denied, the HR department or supervisor will inform the employee promptly. Leave Balance and Tracking Leave Balance Employees can check their leave balances, including accrued and used leave days, through the HR department or the company’s leave management system. Tracking: Managers are responsible for tracking employee leaves within their respective departments to ensure adequate staffing levels. Returning from Leave Return Date Employees must return to work on the agreed-upon date. Failure to return on time without valid reasons may result in disciplinary action. Transition Plan Employees are encouraged to create a transition plan before their leave, ensuring that their tasks and responsibilities are delegated to colleagues or properly documented for a smooth workflow during their absence. Maternity/Paternity Leave Eligibility Maternity and paternity leave policies are in place as per the local labor laws. Eligible employees should inform the company well in advance and provide necessary documentation. Duration Maternity and paternity leave durations are outlined in the company policy or in compliance with applicable laws. Additional information can be obtained from the HR department. Emergency Leave Notification In case of emergencies, such as a family member’s illness or a bereavement, inform the supervisor or HR department as soon as possible. Documentation Provide any necessary documentation, such as a medical certificate or a death certificate, to validate the emergency leave. Holidays and Company Closures Holiday Schedule The company will provide an annual holiday schedule outlining observed holidays. Employees are entitled to take these days off. Company Closures In the event of company closures for holidays or other reasons, employees will be notified in advance. Employees are generally not required to take leave for these company-mandated closures. Leave Without Pay (LWOP) Policy Approval Employees seeking LWOP must submit a written request to their supervisor or HR department. Approval is at the discretion of management and is subject to company policies and labor laws. Duration LWOP may be granted for a specific duration. Extended or recurrent requests require a detailed justification and managerial approval. Record Keeping Documentation The HR department is responsible for maintaining leave records, including the type of leave, dates, and any related documentation. Confidentiality Leave records are confidential and will be accessed only by authorized personnel for administrative purposes. Contact Information During Leave Availability Employees on leave are expected to provide a contact number or email address where they can be reached in case of work-related emergencies. Communication Employees should inform their supervisors or HR department of any change in their contact information during the leave period. By following these leave procedures, employees can request and manage their leaves efficiently, ensuring smooth operations within the company while maintaining a healthy work-life balance.

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An Extremely Effective Tool for Business

Guaranteed to Improve Business Performance for Minimal Outlay

A Procedure Manual is extremely effective in improving the performance of any business regardless of the type. A good quality Procedure Manual points the business in one clear direction and persuades all team members to follow.

The best procedure manuals have one process only for each task required in the business. You can’t have five different places for the same task if you are trying to meet consistency targets.

It simply won’t work. You must have one instruction for the one task only.

Why a Process and Procedure Manual Helps to Avoid Business Failure

The last thing some business owners consider is business failure! They are so keen to make it work that they forget to consider why it possibly might fail.

Businesses fail for many reasons. However, one massive reason why a business fails is because the business owner fails to systematize their business.

They then become tired when they try to wear ‘too many hats’. Burnout is just around the corner. A Procedure Manual helps to delegate responsibility to your team while maintaining quality. This is crucial to ensure your customers or clients receive what they are expecting.

Systematizing Your Business Brings Huge Benefits

Systematizing a business brings massive benefits. This is done by delivering consistently through your system. Customers return when their expectations are continuously met for the price they pay.

Returning Customers are the Key To Success

Returning customers are the backbone of any successful business.

You can spend a lot of money on marketing to keep getting new customers, however if you take the effort to keep and nurture your existing customers, you will find it is much easier to operate your business efficiently.

Delivering in a consistent manner is the only way to ensure repeat customers. Customers love consistency, and ensuring your team deliver your products and services in the same manner each time is done by using tools such as Policy and Procedure Manuals.

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Quality System for Your Whole Business

Once you have started to get your head around the differences of a procedure manual and a policy manual, it is time to now think about each department of your business and apply this knowledge to each area.

You need to line up all areas of your business, so they are all operating from a systems based manual.

This is a massive undertaking if you are starting from scratch.

Apply to all Areas of Your Business

You will need to apply both a Procedure Manual and a Policy Manual to all areas of your business. This could include the following areas:

• Human Resources (HR)
• Accounting and Finance
• Marketing and Advertising
• Production
• Information Technology
• Operations
• Customer Service
• Purchasing
• Legal Department

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Procedure Manual Template + 44 x Free Templates – Read More

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Conclusion

Points to Note

So taking a look at all the things we have discussed.

1. Policy and Procedure Manuals will improve your business performance dramatically and well worth the effort of creating and using in any business.
2. Systemizing your business is extremely important. You risk failure if you don’t set standards for all aspects of your business.
3. There are massive opportunities online to get hold of information to start your policy and procedure manual. The problem is – there is too much information.
4. Procedure manuals and policy manuals are 2 different things. You need both.
5. A policy and procedure manual is just a part of a quality management system. Once your business grows – you will then want to start getting formal certification in something like ISO 9000.
6. Build your business on quality only and forget everything else. Quality comes through building an expert Quality Management System and implementing it.
7. Detail is required for any policy and procedure manual. You need to drill down to ensure your team know all the detail.

Remember – Are you building a business or a job? Building an accurate, quality policy and procedure manual will add true value to your business.

That is what you are aiming for.

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FAQ’s – Frequently Asked Questions

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Let’s Hear Your Opinion

Speak Your Mind

Got something to say about Policy and Procedure Templates? Feel free to leave your feedback below.

We would love to hear from you about how you are building your business. Are you using a Policy and Procedure Templates at the moment? Do you have any sort of Quality Management System in your business?

Have you already started creating a policy and procedure manual with MS Word? Do you use the MS Word Table of Contents?

What is your experience with sourcing free templates online? Have they been worth the effort? Feel free to make a comment below.