Anatomy of a Policy

Operating policies are the rules required for a specific task in how your non-profit will be run. You don’t need to have operating policies for every operational task, only for required tasks.

Some of those required tasks might include, handling cash, cell phone etiquette, branding rules, dress code, or privacy.

Here are 5 quick and easy basics of an operating policy.

1. Name of the policy
   1. Be specific and succinct, keep it to 1-5 words, maximum.
2. Date the policy was created
   1. You are going to want to monitor the age of the policy.
3. Date of the most recent update
   1. Ensures you are regularly reviewing your policies.
4. To whom the policy applies
   1. Such as staff, board, volunteers
5. The content of the policy
   1. Describe what needs to be done. Be specific, direct, and clear.
   2. Describe why it needs to be done. Be succinct.

For example, if employees are prohibited from doing something, then the policy should state clearly: “Employees are prohibited from [fill in the blank]”.

Operating policies are not suggestions. If standard operating methods fluctuate, then a policy isn’t required, and the information should be recorded elsewhere.

Operating policies are not suggestions. If standard operating methods fluctuate, then a policy isn’t required, and the information should be recorded elsewhere.

How do procedures fit into policies? A procedure is the step-by-step directions for how to complete a policy.

But before you start to write a bunch of policies and procedures consider the amount of information your employees will have to sort through to figure out how to get something done. It is very common in smaller non-profits to include procedural steps into the body of a policy.

If you’re just starting out with policies, here is my list of the top 6 most important policies a non-profit should have.

1. Human Resources
   
   1. This policy will outline everything from sick days to parental leave.
   2. Your human resource is policy manual will start out small and grow to be your biggest policy as your organization gets older.
2. Petty Cash
   1. Decide right now how you want incidental purchasing to be handled and reconciled.
3. Purchasing
   1. Decide who can make purchases on behalf of the organization.
4. Invoices
   1. Decide who in your non-profit can issue an invoice on behalf of the organization.
5. Privacy
   1. In Canada you are required by law to have a website privacy policy.
   2. Expand that out further for other types of privacy.
6. Branding
   1. Decide right now who gets to create branded material and what it will look like.

I hope you’ve found these ideas helpful. If you have a question, please leave a comment, or send me a message. I’d love to help you out. Talk to you soon. 😊

-Christie