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American Business Resources, Inc. (ABR) has developed this prototype ISO 9000:2000 Policies and Procedures Manual to assist organizations in preparing for ISO 9001:2000 certification, which can be custom tailored to fit one's individual company concerns and operations.
The language style and usage is generally representative of practices in companies in the United States. In some cases, ABR may use information, which is not applicable to every business. When you edit and construct a policy it should be easy to read, to the point and convey a message that is clearly understood by both the employee and the management staff.
When you have completed your Quality Manual and Quality Procedures, have a team of managers review them and make appropriate comments. After corrections, you may want your company attorney to review the draft for compliance with federal state and local laws. The corrected and finished product is then ready for distribution. But remember, building a Quality Management System is not an event, it is a continuous process so revisions will be required from time to time.
Considerations in writing your manual
It is now common practice to use pronouns that are applicable to either sex or to use his or her, or the more personal and direct, "you". Social changes influence policies on topics concerning smoking, physical fitness, etc.
Have your manual reviewed by an attorney to ensure that you are in compliance with all applicable federal, state, and local laws.
Define terms used in your manual. Definitions should be placed in each procedure as needed. (ISO Definitions are provided in the ISO 9000 Overview section.)
Revisions
Every organization is dynamic and in some state of change. This will lead to changes to policies from time to time. Revisions should be completed and sent to all personnel who hold a copy of the manual. The revision should have an effective date and of course should be distributed in advance of the effective date. When making a change to your manual be cognizant that the language might have an indirect impact on other policies. And finally, make sure that there is a clear record of revisions made and that all employees have current information in a timely manner.
The Quality Manual as well as each procedure includes a revision section at the end. It is important to keep this revision section up-to-date. It will be the only way to ensure that distributed copies of your manual are current.
Style and Format
- Use a cover or title page.
- Include a table of contents.
- Put policy statements on a 8 1/2" x 11 " page and print only on one side to make revisions easier.
- Organize material by major headings for easy reference.
- Include an alphabetized index if your manual is lengthy.
- Avoid a detailed paragraph identification systems of numbers and letters as this will detract from its' readability and the message will be lost.
- Write in simple easy to understand statements to avoid confusion.
Some companies include sample administrative forms with their procedures along with instructions for their completion. This product includes a forms section for use at your discretion in the tabbed section in the back of publication.
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