Respsonse Memos for the Policy/Procedure Document
In addressing your response memo to the writer, address the following concerns.
Give specific examples of where the document works well and where
it needs to be improved. Give specific suggestions for improvement
in each category.
How well does the document
achieve its primary goal of "damage control": preventing employees from
hurting themselves or others, from damaging equipment, or from committing
the company to something that is harmful to the company's mission?
clarify the organizational goals that the policy or procedure serves, the
context in which these goals exist, and the means of accomplishing these
establish a positive tone and orientation to the reader by focusing on
"Do" rather than "Don't"?
provide positive alternatives along with guidelines that prohibit something?
include appeals to utility, authority, and delimitations where appropriate?
use organization and format features according to who needs what information?
use directional signals--page numbering, numbering within sections, indexes,
use topic and/or keyword headings and places visual emphasis on risks or
follow any agreed upon institutional format?
make the sequence of steps in a procedure clear and provides necessary
use clear and concise language?
use active voice verbs and (where appropriate) commands?
use correct grammar, spelling, and punctuation?