How to take your HR policies from unclear to actionable in five steps

HR policies need to be easy to read, understand and action. Yet many of these documents are written using legal/HR jargon with long, complex sentences and language that makes them difficult to understand, let alone execute.

Below are my five top tips to transform your HR policies. You'll reduce the length and complexity of your policies, which will minimise the need for HR support. Because your colleagues will be able to quickly read and understand them, they’ll know exactly what actions to take to help themselves.

1 - Combine multiple policies on the same topic into one document

Numerous policies relating to the same topic make it difficult to know where to look for the right information.

Nobody wants to sift through lots of related documents to find the one vital piece of information. It’s time-consuming, frustrating and potentially confusing - especially if different documents describe points in slightly different ways or contain outdated sections. 

By combining related policies into one document, you’ll make it easier for managers and colleagues to quickly find the information they need. Reducing frustration and quickly getting them closer to a solution.

2 - Use headings

Imagine picking up a novel and turning the pages only to find there aren’t any chapters or any kind of signposting. You’d put the book straight back down, wouldn’t you? 

It’s the same with HR policies - without headings it’s difficult for readers to navigate the document. Instead of ploughing through, hoping they might eventually come across the content they want, colleagues and managers are likely to put the document down and contact HR for help. 

Signpost by using headings and links to help people quickly identify the sections they need, saving time and effort. For your employees and managers and your HR team.

3 - Include plenty of white space

You might think that using dense text to reduce the length of a document is a good idea. But being faced with an overwhelming wall of words actually makes it harder for people to absorb the content.

Similar to when we’re talking to another person, pauses are very necessary. It helps information to sink in and provides a natural breather that helps to hold attention. White space on the page is the copywriting equivalent of a brief pause - essential when there’s a lot of information to communicate.

In short - including plenty of white space on each page makes it easier for your readers to engage with your copy.

4 - Use bullet points and checklists

Slogging through wordy paragraphs is a similar feeling to wading through deep mud: tiring and annoying. Wouldn’t it be better if there was a bridge so you can get to where you want to go quickly and easily? 

That’s where bullet points and checklists come in. They break up wordy paragraphs and long sentences to display key points in an easily digestible manner. It makes text scannable and scrollable - perfect for busy managers and colleagues. 

Making use of bullet points and checklists quickly calls out important information or steps colleagues need to take.

5 - Use plain English

Hands up if your organisation’s HR policies still contain legal terms, HR jargon and Latin words… don’t worry, you’re not alone - many organisations are in the same navis (that’s boat in Latin)!

Not only does this kind of language make HR policies difficult to understand, but also difficult to read. When a reader sees a word they don’t know, it often forces a break from the document to search the internet or a dictionary for the meaning. This slows the intake of information and, in most cases, irritates the reader. Or, if the reader skips over the word, this can lead to confusion or misunderstanding. Which could result in inconsistencies with the way your policies are applied or legal risks.

Using plain English and writing down what you want to say, as if you were telling a friend, makes HR policies much more user-friendly.

Want a quick reference guide?

Grab my useful infographic that summarises these five points to help you make your HR policies nice and clear when you’re next writing them. Click the button below and I’ll send you the pdf to keep as a handy cheat sheet.