| As a policy and procedure writer of more than 30 | | | | method today, though I don't like hyperlinks because I |
| years, I still believe that forms must be called out, | | | | know that it is human nature not to click the LINK for |
| defined, and referenced within all printed and electronic | | | | fear of leaving the page currently being read and also |
| forms. Additionally, I believe that forms should be | | | | because they don't want to have two documents up |
| analyzed and designed PRIOR to researching and | | | | at the same time. This is another reason why the form |
| writing the policy or procedure document. | | | | should be embedded within the policy or procedure |
| Five Ways to Reference Forms in your Procedures | | | | document. |
| | | | 4. Companies with a forms department might have the |
| 1. For printed and electronic forms, I prefer to show a | | | | luxury of a forms catalogue, which either a list of |
| sample of the form at the back of the procedure in | | | | forms available from a stockroom, an online catalogue |
| the appendices section. Refer to other articles on my | | | | of templates, or a catalogue that displays pictures of |
| copyrighted Writing Format and learn where this | | | | current forms and templates. In these companies, the |
| optional documentation belongs. You can use a | | | | policies and procedures writer should define the forms |
| program called SnagIT to cut and paste a form, | | | | catalogue in the Definitions section of the policy or |
| quickly, into any document anywhere. You might argue | | | | procedure document. Thus, the reader has another |
| that embedding the form within the document is dumb | | | | search to seek out sample forms. |
| as the form could change often. My theory is that the | | | | 5. Well, this isn't really a final solution but I wanted to |
| form won't change much if you did a good job in the | | | | mention it. Many of my peers have decided not to |
| first place, with the analysis and research of the policy | | | | reference forms in their policies and procedures, other |
| and procedure document and of course of the form's | | | | than to mention the forms in the procedural text |
| workflow. This first method is my preference but there | | | | because (a) the forms change more often than do the |
| are also other ways to reference forms in policies and | | | | procedures; (b) the user community knows the forms; |
| procedures. | | | | and (c) the policies and procedures writers do not |
| 2. For printed forms produced before the days of the | | | | realize that they, too, should be concerned about |
| computer, I would simply photocopy the form and | | | | forms and how they relate to the content. |
| reduce it by 2% on the copier and then tape a copy | | | | Enough said. My advice to to consider the form |
| of the form in the appendices. I hope everyone is using | | | | template to be on equal ground with the policy or |
| a computer these days but this is an option | | | | procedure document. And don't forget to the design, |
| nevertheless. | | | | review, and approve, the form PRIOR TO WRITING |
| 3. For electronic forms that are used in online | | | | THE POLICY OR PROCEDURE DOCUMENT. Don't |
| procedures, the form can be converted to PDF and | | | | you forget this importance statement. that the "THE |
| uploaded to the Intranet. Now a hyperlink can be used | | | | FORM COMES BEFORE THE POLICY AND |
| to refer readers to the location of the form on the | | | | PROCEDURE DOCUMENTS. |
| computer or network drive. This is the preferred | | | | |