Are you interested in the growth of your educational institution, while enhancing your employees and students ability to convey reliable, high caliber service without drastically increasing the burden of responsibilities on you? If so, we suggest you to take few minutes to read on and notify yourself with the significance and benefits of written, well-defined Policies & Procedures!
Well-written policies and procedures allow students, teachers and other staff members to clearly understand their tasks and responsibilities within predefined limits. Fundamentally, policies and procedures allow management to monitor operations without constant management involvement. And constant involvement associates to increase operating expenses that eventually detract from your institution’s profitability. If your institute doesn’t have written policies and procedures, then not to worry, as it’s never too late to take benefit of the gears and systems many of your competitors have, and are using effectively to grow their business and market share.
In order to comprehend why policies and procedures are so essential we need to know what they are, and the differences between them.
What is a Policy?
A ‘Policy’ is a predetermined course of action, which is recognized to offer a guide towards accepted business strategies and objectives. In other words, it is a direct link between an institute’s ‘Vision’ and their day-to-day actions. Policies classify the significant activities and provide an overall approach to decision-makers on how to handle problems as they occur. This is accomplished by providing the reader with boundaries and a choice of substitutes that can be used to ‘guide’ their decision making process as they try to overcome problems.
What is a Procedure?
The ultimate goalmouth of every ‘Procedure’ is to provide the reader with a clear and easily understood plan of action essential to carry out or implement a policy. A well-written procedure will also help abolish common misunderstandings by identifying responsibilities and establishing boundaries for the students, teachers and staff. Good procedures actually allow the principal and dean to control events in advance and prevent the school (and students) from making costly mistakes.
Differentiating Between Policies and Procedures
- Are generic in nature
- Classify institute’s rules
- Describe why they exist
- Articulates when the rule applies
- Defines who it covers
- Shows how the rule is imposed
- Defines the consequences
- Are generally described using simple sentences and paragraphs
- Categorize specific actions
- Describe when to take actions
- Define alternatives
- Illustrates emergency procedures
- Contains warning and cautions
- Provide examples
- Shows how to complete forms
- Are generally written using outline format
Are Your Policies and Procedures Meeting Your Needs?
A few ‘Critical’ symbols that your policies and procedures need to be revised and restructured includes:
- A rise in the number of accidents, greater failure rates or costly overruns.
- More staff queries on ‘standard operations’ or a sensation of general confusion within a department or division.
- Students and teachers may also be signifying discrepancy in their work or studies and there may be a rise in their stress levels.
Benefits of Policies and Procedures
Now that we have a healthier grip of policies and procedures, let’s take a look at the core advantages they deliver.
- Students and teachers understand the constraints of their work and study without using a ‘trial and error’ method, as crucial points are visible in well-written policies and procedures.
- Policies and procedures empower the workforce to evidently understand individual and team responsibilities, thus saving time and funds. Everyone is working off the same page; more specifically tutors and other staff can get the “official” word on how they should go about their tasks quickly and easily.
- Visibly written policies and procedures allow administration to exercise control by exception rather than ‘micro-manage’ their staff.
- Clearly written policies and procedures provide legal protection. Juries apply the ‘common person’ standard. If written clearly so that outsiders understand, the institute has better legal footing if challenged in court.
Let’s look back to the first question we asked. Are you interested in growing your business without drastically increasing your burden of management responsibilities? If your answer is yes, we suggest you to analyze and review your policies and procedures and implement those that are effective, and work on your institute’s behalf.