An IT policy is a critical document for any organization since it outlines the rules and guidelines for the use of technology within the organization. It is essential for ensuring the security and integrity of the organization's data and systems, and for protecting the privacy of its employees and clients.
In our earlier blog post, How To Create An IT Policy For Your Business we discussed the steps for drafting an IT policy. And in this blog, we will share the key steps to follow when writing an IT policy so that you can avoid some common pitfalls. Whether you are just starting to think about writing an IT policy or looking to improve an existing one, this blog will provide valuable insights and guidance.
Tips For Writing An Effective IT Policy
Here are 8 best practices for writing an effective IT policy for your organization:
In the following sections, we will dive deeper into each best practice and discuss each contributes toward creating an effective IT policy.
1. Establish Goals
The importance of establishing goals when writing an IT policy document cannot be overlooked. Having clear goals helps ensure that the policy effectively serves the needs of the organization. Additionally, having well-defined goals helps make it easier to measure the effectiveness of the policy and determine whether it is achieving the desired outcomes.
The goals behind the policies matter and need to be clearly communicated because policies cannot address every possible situation that may arise in the workplace. While some procedures and processes never vary, often employees will have to use their discretion. In such cases, clearly defined goals help provide direction and focus for the policy, ensuring that the employees’ actions align with the overall objectives and priorities of the organization.
For example, the IT policy cannot give step-by-step troubleshooting instructions for every situation that a technician may encounter. However, a well-written policy underscores things such as communication, professionalism, escalation process, and supervisor intervention when required. This enables the employees to make the best decision in line with the objectives of the organization.
Overall, establishing goals is an important step in the process of creating a successful IT policy.
2. Identify Key Policies
Not all policies are of equal importance to the organization. Certain policies are more important than others in laying the foundation for smooth operations. Issues that are most likely to land the organization in court or directly impact the sustainability of the organization warrant more time than others.
Identifying key policies helps ensure that the policy covers all of the essential areas and addresses the most important issues facing the organization. This allows you to focus on the areas that are most relevant and most pressing for the organization. Additionally, identifying key policies can help ensure that the policy is comprehensive and covers all of the necessary bases, making it more effective and useful for the organization.
Therefore, before starting to write policies and procedures, it is useful to make a list of the policies that are critical from an operations perspective as well as from a legal perspective.
3. Get Legal Counsel
It is generally a good idea to get legal counsel when drafting an IT policy. Policy documents deal with sensitive issues such as data security, privacy, local laws and regulations, etc. that are often complex. A lawyer can help you understand the relevant laws and regulations that apply to your organization, and they can provide guidance on how to ensure that the policy is compliant with those laws.
Additionally, a lawyer can help you identify potential legal pitfalls and provide advice on how to avoid them. By getting legal counsel early on, you can ensure that your IT policy is legally sound and protects the organization from potential legal liabilities.
4. Focus On Structure And Clarity
After drafting the policies and procedures, it is a good idea to create a template for the final version of the policy document. Templates ensure that the policy documents have a similar layout and style so that the documents appear consistent and professional. Using a template with a clear structure also ensures that all necessary aspects of the policy document are covered and no essential elements are left out.
Additionally, having a clear structure makes the policy document easier to read and navigate. A clear and consistent structure ensures that readers don’t have to jump from one procedure to another related procedure. Although it is easy to simply add a link to the related policy or procedure, for the readers it is rather inconvenient.
Therefore, consider embedding summaries of related policies and procedures in addition to links to the related topics. This way the reader can consume the entire content in one go without having to jump from one page to another.
Another important thing to keep in mind is to clearly define the terms used in the document. This is especially important for words and phrases that may have multiple meanings. The definitions make policies as clear as possible, remove ambiguity, and most importantly save you from having to argue about definitions during audits.
5. Get Feedback
After completing the first draft of the policy document, it is a good idea to gather feedback from all stakeholders. Getting feedback ensures that the policy not only meets the objectives of the organization but also the needs of the end-users.
Additionally, getting feedback from a wide range of stakeholders helps you better understand the needs and concerns of end-users and to see things from different perspectives. Getting feedback can also help in avoiding potential pitfalls or conflicts.
Also, stakeholders are much more likely to be receptive to the policy if they play a part in the drafting or decision-making process. This makes implementation and widespread adoption of the policy easier. Overall, getting feedback is an important step in the process of creating a successful IT policy.
6. Provide Training
While training is not necessary while writing an IT policy, it does play an important role in the successful implementation and adoption of the policy. Good training communicates the objectives and expectations, enabling the employees to adeptly handle real-life situations. Regular training also prepares employees for critical or emergency situations since they will be well-versed in the policies and procedures governing such exigent situations.
7. Get Acknowledgement / Sign Off To Establish Accountability
A policy document explains its purpose, who it affects, its conditions and restrictions, and under what circumstances it applies. But the most important goal of a policy document is to make the reader understand the purpose of the policy and the business objectives and goals it aims to uphold.
A common way of ensuring that the employees understand the policies and are held accountable is to get the employees to sign off on the document either physically or electronically.
8. Review Policies Regularly
Policies and procedures are never perfect on the first go. They require tweaks, adjustments, and even complete overhauls. Changes may be necessitated by internal business processes, business models, hierarchy, etc., or external factors such as market conditions and regulatory requirements.
In any case, policies must be reviewed regularly to ensure that they meet the business objectives and goals of the organization and are consistent with the current business conditions and regulatory requirements.
Conclusion
In conclusion, an IT policy is an essential document that helps ensure the security and integrity of the organization's data and systems, and it protects the privacy of employees and clients. By following the best practices outlined in this blog, you can create an effective IT policy that not only serves the needs of your organization but is also easier to implement and adopt.
Establishing clear goals, identifying key policies, getting legal counsel, establishing a clear structure, getting feedback, providing training, and regularly reviewing and updating the policy all contribute toward creating and implementing an effective IT policy that supports the organization's overall objectives and goals.
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About The Author
Hari SubediMarketing Manager at Jones IT
Hari is an online marketing professional with a focus on content marketing. He writes on topics related to IT, Security, Small Business, and Mindfulness. He is also the founder and managing director of Girivar Kft., a business services company located in Budapest, Hungary.