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Constructive Criticisms II
6. Request time to follow up. Hopefully, you can agree on the how to proceed with any concerns that come up during the meeting. However, there may some issues raised that will require some more time. If this is the case, let the other person know that you will do some more research and get back to them as soon as possible.
If it is a large topic of concern, such as the overall tone of the manual or legal concerns, you may wish to schedule a follow-up meeting with the entire review committee, or with certain members. Before this important meeting, take the time to make sure you have addressed each concern.
Here is a checklist you may want to give your review committee:
Please keep the following factors in mind as you review the draft of the new XYZ manual:
- Is each policy consistent with our company by-laws?
- Do the policies and procedures reflect our organization's mission, goals, and values?
- Is the need for the policy, its intentions, when it is in effect, and who it affects stated clearly?
- Is each policy based on fact, not opinion?
- Is the wording of the manual fair and free from bias?
- Does the manual provide a general guide that will aid in decision-making?
- Are the procedures clear and easy to follow?
- Can you think of anything that is left out?
- Do you feel the manual can be easily updated?
After your review process is complete and your committee is satisfied with the document, ask them to sign and date a letter or the form you initially sent out. Keep these signatures as a record of the committee's approval.
Getting feedback, both positive and negative, is an important part of developing an effective policy and procedure manual. While the process of doing further revisions of the manual may seem overwhelming at first, keep in mind that the end product will be worth it.
An effective policies and procedures manual will provide a strong foundation for your organization. Not only will the manual be helpful to new employees, but a firm set of policies will aid in the transitions to new board members.
With the manual in place, new members will be able to focus more time on their goals for their terms of office.
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