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The John Scott Dailey Florida Institute of Government at the University of Central Florida Writing Procedures, Instructions, and Manuals Facilitated by Chris Friend

Writing Policies & Procedures

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Designed as a (very rushed) 8-hour course, this material presents the common concerns and obstacles facing writers of effective policy/procedure manuals. The participants and I agreed that the content should have been presented over two days, not one.

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Page 1: Writing Policies & Procedures

The John Scott Dailey Florida Institute of Government at the University of Central Florida

Writing Procedures, Instructions, and Manuals

Facilitated by Chris Friend

Page 2: Writing Policies & Procedures

The John Scott Dailey Florida Institute of Government at the University of Central Florida

Writing Policies, Procedures, and Manuals

Introductions

Name

Department in the County

Job Title

Years of Service

Nature of Your Work/Procedure

Page 3: Writing Policies & Procedures

The John Scott Dailey Florida Institute of Government at the University of Central Florida

Writing Policies, Procedures, and Manuals

Today’s Agenda

The Goals

The Wording

The Design

The Process

Page 4: Writing Policies & Procedures

Part I: The Goals

Page 5: Writing Policies & Procedures

Policies vs. Procedures

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Need Want

Page 7: Writing Policies & Procedures

Ambiguity

Page 8: Writing Policies & Procedures

Part II: Wording

Page 9: Writing Policies & Procedures

Simplicity

© 2008 Mort Künstler

Page 10: Writing Policies & Procedures

Concision

Page 11: Writing Policies & Procedures

Plain Language

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Fragments

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Image courtesy IHeartVector.com

Dangling Modifiers

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Jargon

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Active/Passive Voice

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Parallelism

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Packing Sentences

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Turn-Offs

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Part III: The Design

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Design in Print

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Differentiation: Serifs

AAa Bookman Old StyleTimes New Roman

Book AntiquaGaramondPalatinoGeorgiaTimes

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Differentiation: Sans-Serifs

AAaA Century GothicComic Sans VerdanaHelveticaGill SansCalibriArial

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Visual Clutter

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Elements of the Text

© 2006 Theodore W. Gray

Page 25: Writing Policies & Procedures

Presentation of Proceduresfor Proceduresfor Procedures

Short/Simple Long/Complex

Single-Column Narrative

Multicolumn Narrative

Outline

Playscript

Flowchart

Q&A

Troubleshooting

Matrix Table

List

✔ ✘

✔ ✘

✔ ✔

✔ ✔

✔ ✔

✔ ✔

✘ ✔

✘ ✔

✔ ✔

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Page 26: Writing Policies & Procedures

Part IV: The Process

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Brain Dump

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Organize

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Compose

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Verify

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Publish!

Page 32: Writing Policies & Procedures

Thank you.Writing Procedures, Instructions, and Manuals

Facilitated by Chris Friend