Basic Rules I

Now let's go over some basic rules that will help to make your manual readable and understandable.

1. Be concise.
   When we tackle technical subjects, we sometimes think more is more. It's not. Keep your policy and procedure statements clear and to the point.
   The easier it is for your employees to understand a policy, the easier it will be for them to follow them.


2. Avoid overly technical terms.
   Make an effort to "humanize" technical and legal concepts. Use the word "you," whenever possible, to make the information sound more personal and actionable.
   Avoid technical terms and phrases that may confuse your reader. Be careful not to overwhelm a new employee who is new to your industry. They may not understand jargon with which you are familiar. Instead of educating your readers, you will be confusing them.


3. Use a writing style guide.
   Does your organization have a glossary of common industry terms and abbreviations? That list would be a helpful thing to include in your manual. You also can make use of one of the professional style guides, such as the Chicago Manual of Style, or the Associated Press Style Book, in order to be consistent with your writing style.
   
   
   These books offer guidelines for capitalization, punctuation, and grammar used by writers and editors.


4. Use information that won't become dated quickly.
   As we have established, your manual should be thought of as a living document. You will be making revisions and additions as needed. To keep these at a minimum, write the manual with change in mind.
   For example, use positions titles, rather than names of staff members. (Use the position of Human resources supervisor, rather than the name Janet Harris).
   These simple changes will keep your document accurate for longer periods of time.