How to Develop Policies and Procedures
An overview of the stages in policy development.
Policy development involves identifying need, gathering information, drafting, consulting and
review.
Stages in policy development
The following steps summarize the key stages involved in developing policies:
1. Identify need
Policies can be developed:
In anticipation of need (e.g. child protection policies should be in place once an
organisation starts to work with children or young people); and
In response to need (e.g. a policy position on a government strategy may be
developed in response to a consultation paper).
The organization needs to constantly assess its activities, responsibilities and the external
environment in order to identify the need for policies and procedures.
2. Identify who will take lead responsibility
Delegate responsibility to an individual, working group, sub-committee or staff members,
according to the expertise required.
3. Gather information
Do you have any legal responsibilities in this area? Is your understanding accurate and up to
date? Have other organisations tackled the same issue? Are there existing templates or
examples that you could draw on? Where will you go for guidance?
4. Draft policy
Ensure that the wording and length or complexity of the policy are appropriate to those who will
be expected to implement it.
5. Consult with appropriate stakeholders
Policies are most effective if those affected are consulted are supportive and have the
opportunity to consider and discuss the potential implications of the policy. Depending on
whether you are developing policies to govern the internal working of the organisation or
external policy positions, you may wish to consult, for example:
Supporters;
Staff and volunteers;
Management Committee members; and
Service users or beneficiaries.
6. Finalize / approve policy
Who will approve the policy? Is this a strategic issue that should be approved by the
Management Committee or is the Committee confident that this can be dealt with effectively by
staff? Bear in mind that, ultimately, the Management Committee is responsible for all policies
and procedures within the organization.
7. Consider whether procedures are required
Procedures are more likely to be required to support internal policies. Consider whether there is
a need for clear guidance regarding how the policy will be implemented and by whom. (E.g. a
policy regarding receiving complaints will require a set of procedures detailing how complaints
will be handled). Who will be responsible for developing these procedures? When will this be
done? What will be the processes for consultation, approval and implementation?
8. Implement
How will the policy be communicated and to whom? Is training required to support the
implementation among staff and volunteers? Should the organization produce a press release
(for external policy positions)?
9. Monitor, review, revise
What monitoring and reporting systems are in place to ensure that the policy is implemented
and to assess usage and responses? On what basis and when will the policy be reviewed and
revised (if necessary)?
What Policies Do You Need to Develop?
Looks at external policy influence and internal policy development.
The need for policy development needs to be kept under constant review. Organizations need
to consider both internal and external policies required by the organization.
Policy development falls into two distinct categories:
1. External policy influence
This involves development of policy positions in relation to external issues or developments
which are pertinent to the organization’s concerns. Engagement in the wider policy environment
is often important to protect service users, beneficiaries, to demonstrate value to supporters or
funders or to protect the future of the organisation itself.
For example:
An overseas development charity may need to adopt a policy position on the
government's response to a particular aid crisis;
A community group may need to adopt a policy position on the Council's plans
to redevelop a local play area for commercial purposes; and
A voluntary organisation may wish to adopt a policy position in relation to
proposed legislation which impacts on their legal responsibilities or future
funding potential.
In order to be effective in external policy development, an organisation must ensure it uses
available opportunities to keep informed regarding external developments which are relevant to
the organisation.
2. Internal policy development
This involves development of policies, practices and procedures to govern the organisation's
operations. These help to ensure that the organization:
complies with its legal responsibilities;
is able to demonstrate effective management and accountability;
provides clear guidelines for those involved in running activities; and
establishes clearly its beliefs, positions or values, helping to ensure that these
are supported through its activities.
For example:
financial management policies;
volunteer policy;
complaints policy;
confidentiality policy;
recruitment policies; and
equal opportunities policy.
Even when there are no staff and the Management Committee carry out the day-to-day work,
there is still a need for written policies to govern the organisation's operations.
Remember, every policy decision made by the Management Committee should be designed to
help the organisation realise its mission (core purpose) and help it to operate more effectively.
