The previous post discussed the importance of having a strong policy framework how it supports strong governance.  Writing a board policy is not a difficult process but when done poorly can result in poor outcomes.

So pull out your parchment,  and gather round.  Here are some guidelines that should assist you when writing board policies. 

  • Ensure the members of the board understand and support the need for the policy.  This will assist with the effectiveness and implementation of the policy.
  • If the board does not support or adhere to the policy then this can cause significant problems and may result in the board not properly governing the organisation and therefore not discharging their responsibilities.
  • Review the mission, values and strategic direction and ensure they accurately reflect the current objectives of the organisation as the policy needs to align to these.
  • Be clear and concise about the reason for the policy and what it is trying to achieve.
  • The policy can be written by an individual member of the board, a sub committee of the board, a senior member of staff or even a volunteer who may have the relevant experience.
  • The policy must be written in a way that is easy to understand and apply.  Policies are not legislation so don’t make them sound like a legal document and avoid using complicated terms or jargon.
  • The policy should be written such that you can easily monitor compliance and performance.  That is why the objectives should be clear and concise as well as describe how they can be measured.
  • Once the draft has been prepared, circulate it to other members of the board for review and comments.
  • Once finalised make sure they are formally approved by the board.
  • Each policy should be reviewed at least annually and in sometimes cases sooner.  Make sure you track the date of the review.  You don’t need to review all the policies at the one time.  You can schedule a batch of policies to be reviewed throughout the year so that by year end all policies have been reviewed.
  • Once approved ensure the policy manual is updated and only contains current board approved policies   

It is important to understand that a policy is not intended to be a static document which, once written, can’t be changed.  Policies must be reviewed on a regular basis to ensure that they are still relevant and if needed, they can be modified to better reflect the changing circumstances of the organisation.