Writing a Procedures Manual

1
Writing a Procedures Manual

• Claire Cameron
• This presentation has been developed for
• OALT/ABO 2005 Annual Conference
• and may not be copied without the
• persmission of the author.
• 3camerons_at_rogers.com

2
Origin
3
During this workshop...

• Reasons
• Procedures vs.Policy
• Basic Content
• Writing Tips
• Write Your Manual

4
Reasons

• Define responsibilities and accountability
• Maximize efficiency
• Decrease learning curve
• Centralize information
• Assist substitutes and volunteers

5
Procedures vs. Policies

• Policies explain the rules
• Procedures explain how to enforce the policies
• Policies are usually written or developed at the
  supervisory/board level
• Procedures can reflect all levels in a Library

6
Policy examples

• Loan periods
• computer use
• ILL
• privacy
• collection development
• disaster prevention

7
Basic Manual Construction

• This example was written using MSWord.
• Use Headings, and you can use Automatic Table of
  Contents.
• Make all Headings first, then work in the
  sub-headings and text. Start with an Index, or a
  binder with tabs.
• Insert a Header/Footer feature to show the date
  and your initials.

8
Content

• This is your manual!
• Consider availability of support documents and
  resources
• As a minimum think of unique functions
• What would you want your substitute to know?
• What do you want your volunteers to know?

9
Writing Tips

• Separate policy and procedure clearly(see
  example).
• Break your topic down into separate actions.
• One action per bullet.
• Each bullet begins with an action verb.
• Use NOTE if additional information is required.

10
Writing Tips continued

• Be consistent with use of heading, bold,
  underline etc.
• No personal names.

11
Write your manual

• What the Index may look like
• Working Copy

12
Conclusion

• Basic manual is a work in process
• Questions?