3. How to Develop Policies and Procedures

Policy Development Group



Start by
working with board members to establish a policy development group and
determine any required sources of expert advice.



Follow the
steps outlined below:



Define the Purpose and Scope



·      
Clarify what
the group is being formed for (e.g., developing a new policy, reviewing
existing ones, ensuring compliance).



·      
Identify
which areas of the organisation the policy will cover.



Gain Leadership Support



·      
Seek approval
from management, the Board, or governing body.



·      
Ensure
alignment with organisational goals, values, and legal requirements.



Select Group Members



·      
Choose a
diverse mix of people who represent different parts of the organisation.



·      
Management/Leadership
– for strategic alignment.



·      
Frontline
staff – to ensure practicality.



·      
Subject
matter experts – e.g., HR, legal, finance, health.



·      
Community/Client
representatives – particularly important in Aboriginal Community Controlled
Organisations (to ensure cultural appropriateness and community voice).



Define Roles and Responsibilities



·      
Chairperson/Facilitator
– leads discussions and ensures progress.



·      
Policy
writer/drafter – records and develops drafts.



·      
Reviewers/Advisors
– provide feedback and specialist input.



·      
Admin support
– schedules meetings, keeps minutes.



Set Processes and Timelines



·      
Agree on how
the group will operate (e.g., meeting frequency, decision-making methods).



·      
Establish a
timeline with milestones (e.g., draft completed in 6 weeks, consultation in 8
weeks).



Engage Stakeholders



·      
Plan for
staff, community, and client consultation.



·      
Use
culturally appropriate methods (yarning circles, surveys, focus groups).



Develop and Review Drafts



·      
Draft policy
documents, circulate for feedback, refine through group consensus.



·      
Ensure
compliance with legislation, organisational requirements, and cultural
protocols.



Seek Endorsement



·      
Submit the
final draft to senior management, Board, or Council for approval.



Plan Implementation



·      
Develop
strategies for communication, training, and rollout.



·      
PDG may
continue to monitor the policy after implementation.