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Ongoing Revisions


Continuing to update the manual

Let's say you've just finished updating your policy and procedure manual. You wrote the updates, got them approved by management and by legal counsel.

You revised the PDF version and made printed copies of the changed pages available to all departments. You asked for, and got, written or electronic signatures to confirm employees read the new changes and understand that the new policy replaces previous versions.

You will have the revisions part of the hard copy given to all new employees. Whew! You can now breathe a sigh of relief, right?

Well, not exactly. Since this manual is a living document, you will be making these kinds of revisions on an ongoing basis.

Here are the basic steps for ongoing revisions:

  1. Set a time for an annual or bi-annual review of your policy and procedure manual.

  2. Keep abreast of any governmental changes that affect your current policies, or require you to make new ones.

  3. Partner with your company management as to the need for any new policies. Talk with them about suggested wording, and them research similar policies at other companies.

  4. Proofread any drafts for clarity, conciseness, and for grammatical and typing errors.

  5. Ask your attorney to review any proposed revisions or additions.

  6. Schedule a time to bring changes or revisions before your board of directors or your manual review committee.

  7. Include the approval date on all changes and revisions.

  8. Make approved changes online.

  9. Notify employees via email, newsletter, memorandum, or posting of the new changes. Provide links to the revised PDF.

  10. Require employees to sign a statement that they are aware of the changes.

  11. Include the changes in any new hard copies of the manual.

Even in years when there are not any big changes in existing labor laws, you should still review your manual and make updates, as needed. When performing this review, here are a few areas to which you should pay close attention:



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