In the present competitive business world, many organizations and commercial entities fail to thrive in their businesses because of lack of proper policies laid out in a plan to help them realize their objectives. Not only is the policy an important tool in business decisions, but also the content of such a document has a bearing on the motivation of the staff. Therefore, it is important to have a clear policy that is presentable and can improve the efficiency of a business, when implemented. An elaborate plan is suitable to ensure that key information about policy document is included to ensure compliance and also to prevent analysts and professionals from questioning the authenticity of such a document. Most importantly, a well-structured policy document is easily understandable and its execution does not become problematic in any way. Plans of launching a policy document vary from one organization to another but there are specific components that must exist in every set of guidelines.
Explanation of a plan entails header block which should explain all the information summarized in a thematic way. A document to be presented is also placed in a context by discussing it within the background which inspires its formulation. Further, the expectations which are to be derived by implementation of certain rules are included in a policy document. The projections are either long-term or short-term and if particular goals are not met then review of the policy is initiated. Individuals and amenities are mentioned in the scope of a policy to establish the extent to which the laws that have been established affect each person or a site. Apart from the entire plan of the policy document, there are evaluation and dissemination segments which articulate how the success of the guidelines is measured and how the policy is relayed.
Different key players in their relevant economic spheres have set regulations governing the conduct of professionals and institutions in those fields. The stakeholders have well established structures to ensure that there exists strict compliance with the existing norms and traditions. Therefore, to ensure that there is efficient management of the institutions, guidelines, procedures, and rules have been stipulated within the organizations. Many times, the formulated policies are individually or collectively set within a document for easy access by staff. Additionally, the type of organization, mission, visions and objectives play an important role in deciding which type of policy document to use. Key to formulation of a policy document is also the structure of an institution itself.
Considering for instance, the school set-up, the policies which govern the management of daily activities of the institution also are also controlled by the government’s department for education. Therefore, the stakeholders in an education facility must ensure that the guidelines under which they operate must conform to the standard operating procedures set by the ministry. As a matter of fact, developing a policy document in a school may be difficult because the stakeholders may have divergent opinions over some issues within the policy framework. However, involving all the staff and engaging them in the formulation process may be beneficial because it makes the policy to be admissible and recognizable to everyone. In launching a policy plan for an educational institution, the constituent parts of such a proposal should be well elaborated, and details of how the information shall be evaluated and disseminated.
Header Block of the Policy
As an official responsible for communicating the policies of the school, my main duty will be to ensure that the guidelines are articulated in a manner that helps the institution achieve its objectives. In launching, I must begin by mentioning the title of the policy document and acknowledge those particular departments that are responsible for the formulation, assessment, and enforcement of the guidelines (Adams, 2016). Equally important, I must also give an effective date of the policy. Moreover, the audience must be informed of whether the guidelines to curb the cut in funds by the government are a replacement or a modification of an existing policy within the school (Adams, 2016). With all the key header components mentioned, the policy is ready to be presented as per the individual topics.
When communicating the policy, the first section that I have to explain is the background segment. In this case, the context in which the policy has been established lies in the fact that the school faces a cut in funds by the government, and the staff are not doing their job professionally. Acknowledgment of the associations between the guidelines helps in debunking any falsehood that may arise from the implementation of the launched rules alongside others in the future (Bucăţa & Rizescu, 2017). The staff, who are covered in the policy, are also assisted within the background step to understand the application of the whole policy. Great care should be taken, nevertheless, not to distract the audience with a lot of information about the guidelines at the background stage (Hill & Varone, 2021). Therefore, background step is meant for little expansion of the key points of the presentation.
The next phase of the policy plan is the purpose statement stage. The purpose statement stage should outline what the guidelines are expected to achieve both in the long-term and short-term periods. In my own presentation, the policy should seek to improve the quality of staff handling the funds. I need to explain how the policy will improve procedural transparency and standardize the financial computerized process to ensure that fiscal management is upheld while corruption is reduced within the school (Lester et al., 2016). As a matter of fact, this will not only promote financial monitoring but also impose tougher sanctions on the staff that are found to have mishandled the institution’s monies. To elucidate on the purpose of the policy, I will also explain the document with regards to entire public financial management cycles of taxation, accounting, budgeting, procurement or spending, and audits (Bryce, 2017). As such, the purpose statement juncture will provide all the staff with information on how they can contribute to quality financial handling.
Still, on the purpose statement stage, I need to describe the strategies that the policy aims to employ in order to increase the funds of the school. I will mention that technological innovations are important measures to reduce corruption and restore the government’s confidence in the school, therefore, integrated financial management systems (IFMIS) are to be incorporated within the policy (Bryce, 2017). Another innovation that will be explained includes the e-procurement that involves the computerized system of tendering for the school supplies (Bryce, 2017). Additionally, I will state lowering some monthly and yearly school bills as a purpose of the policy. Sponsors are also invited to contribute towards the school development projects. Certainly, restored government’s confidence, financial technological innovations, and financial aid from well-wishers guarantee more finances not only to the school’s budget but also for the completion of its projects.
Scope of the Policy
The scope of the policy I am communicating to the staff should explain the range of application of the guidelines in terms of the covered persons, amenities, and the positions within the school setup. Because the policy talks more about the financial management and strategies of increasing the monies, the institution’s internal auditor is automatically covered by the policy. Others who are covered by the policy include the bursar and the accounts clerk. It means that the scope definitely sets the responsibilities of every staff in relation to the financial handling of the school (Bryce, 2017). Facilities such as the student social halls, the accommodation halls, and the libraries are also contained in the policy formulation with the range at which the policy affects their financial responsibilities. Indeed, the scope and helps the staff understand the extent to which their responsibilities are important.
After the explanation of the scope and definition of key terms in the policy, I make a policy statement. The statement should reflect the fundamental objectives of the school, both as a learning institution and a government-controlled entity. Attached to each statement is a detailed description of the rules that are to be followed, and these are the core components of the general guiding principles (Vercic & Zerfass, 2016). At this point, linkages of similar policies and rules are acknowledged. Importance is laid on the fact that the clarification helps in mitigating incidents of future conflicts which may arise from such related policies (Vercic & Zerfass, 2016). The policy statement should entail giving the required guidance on how the staff should contribute to increased funding from the government and maintaining encouragement of all employees in ensuring they uphold effective work ethics (Dyer et al., 2017). Undoubtedly, including related policy documents are beneficial to the covered staff in complying with the rules.
Evaluation and Dissemination of the Policy Information
An evaluation and dissemination of the policy for the purposes of its success depends on the mode of transmission of the information. My evaluation of the information will be concerned with the effectiveness of ongoing and suggested procedures in achieving the objectives and discovering areas that require improvements (Hill & Varone, 2021). On the other hand, dissemination of the policy will entail active dispensation of the policy using both the print media and electronic mail to every staff of the school. The evaluation strategies that I must adopt include the before and after comparisons to ascertain the general effects of communicating the policy to the staff and the overall impact on the staffs’ motivation ((Bucăţa & Rizescu, 2017). Policy review depends on the evaluation process and the criteria for the assessment of the policy. Therefore, policy evaluation and dissemination inform and ameliorate policy advancement, ratification, implementation, and efficiency by forming an evidence base for the rule intervention.
In summary, the plan for instituting a school policy requires explicit dissemination of the information in a structured manner under some stages. Compared to any other talk or exhibition, a policy document presentation must be entitled to the headings of the document. Mentioning the organization’s divisions is also of significance as it enables the audience to which the policy is directed to appreciate the department’s input in the policy formulation. Afterward, the background information regarding the establishment of the policy must be explained. Background plays a major role in placing the document being presented in a relevant context. However, the information that is being disseminated at the initial process of policy presentation serves for introductory purposes only, and therefore, little details are given. Accordingly, the header block section and the background steps of the policy presentation are the fundamental segments in introducing the guidelines document.
The purpose statement declaration stage should be used to outline all those expectations that are set to be achieved within a stipulated time frame. Ideally, the aim of this phase of the presentation is to explain what the policy seeks to improve. Also, the question of how the policy will improve certain organizational processes is also answered at this stage. Descriptions of the strategies that the policy aims to establish are given and explain how such stratagems are beneficial to the organization. Nonetheless, it should be noted that short sentences are used to express purpose statements, while explanations should be relatively longer. Though similar to the thesis statement, this type of statement in a policy presentation is important in providing direction for the presentation. Inarguably, the aim and effect of a presentation to the audience is giving them some expectations about the rest of the policy.
The extent to which a policy applies to every individual in an institution is its scope. People, facilities, and entities within the organization that are directly or indirectly affected by the policy are mentioned. Subsequently, policy statements are made in line with the mission of the institution and the existing policies of the regulators of such organization where applicable. Further, procedures that govern observance of the policies are stipulated. Evaluation criteria should also form part of a policy document. Assessment of the policy presentation and implementation is important in checking the key indicators that point towards the success of particular guidelines. In fact, dissemination of the information on a policy document is critical through a choice of medium of communication as well as the proper channels in an institution to ensure the admissibility of new policies.
Adams, P. (2016). Education policy: Explaining, framing and forming. Journal of Education Policy, 31(3), 290-307. Web.
Bryce, H. (2017). Financial and strategic management for nonprofit organizations. Walter de Gruyter GmbH & Co KG.
Bucăţa, G., & Rizescu, A. (2017). The role of communication in enhancing work effectiveness of an organization. Land Forces Academy Review, 22(1), 49-57. Web.
Dyer, J. H., Godfrey, P., Jensen, R., & Bryce, D. (2017). Strategic management: Concepts and cases. John Wiley & Sons.
Hill, M., & Varone, F. (2021). The public policy process. Routledge Publishers.
Lester, J., Lochmiller, C., & Gabriel, R. (2016). Locating and applying critical discourse analysis within education policy. Education Policy Analysis Archives, 24(102), 1-15. Web.
Vercic, D. & Zerfass, A. (2016). A comparative excellence framework for communication management, Journal of Communication Management, 20 (4), 270-288. Web.