The Streamlined Business Blog

When Should You Repeat Yourself When Writing Policies and Procedures?

Deciding how—and when—to repeat information is a common problem that most writers face especially when writing policies and procedures. Obviously, being concise is important. Repeating detailed information throughout your content increases the length of your employee manuals and makes updates more difficult. However, judicious repetition is necessary to emphasize important facts, instructions, and warnings and improve clarity and results. It’s a dilemma.

How do you know when you should repeat information when writing policies and procedures manuals and when you are just being redundant?

Start by asking yourself some basic questions:

  • Is the task dangerous or risky? If so, it is wisest to repeat warnings and repeat detailed step-by-step instructions where ever they apply to ensure the reader does not miss them.
  • What is the main purpose of the procedure or manual—to instruct, to summarize, to describe in detail, for quick‑reference? Most quick‑reference manuals work best by employing cross‑referencing to other sections instead of repeating discussions.
  • How many different levels of readers will use the procedure? If the procedure is geared toward multiple audiences, then repeating some information may be necessary for each audience. Keep in mind that you may have to cover the same information in different ways for different audience levels. For example, some readers may require more detail while others just need a summary. Providing “drilldown” access to detail is a good way to serve multiple audience’s needs effectively.

One of the best ways to avoid repetition and still provide the right level of information for multiple audiences is to use hyper-linked cross-referencing that provides “drill down” information access.

Cross-referencing can be very challenging using MS WORD or most Web authoring tools. Maintaining document links can become a nightmare. Zavanta software makes content cross-referencing and maintenance simple. Zavanta’s built-in structure helps you get the best of both worlds: content that is concise and easy to maintain as well as clear, and adequately detailed. 

Comments are closed.

Privacy Policy

COMPROSE is aware of the need to address Internet privacy issues and we believe you should be aware of how we intend to treat any information about you that we might receive on the Internet as a result of your visit to the Site.

Information About COMPROSE’s On-Line Visitors

You can visit COMPROSE on the Site without telling us who you are or revealing any information about yourself. Our web servers collect the domain names, not the e-mail addresses, of visitors.

In general, we gather information about users of the Site collectively in order to determine, for example, which areas users access more frequently and which materials users access the most.

This information helps us to determine what is most beneficial for our users, and how we can continually create a better overall experience for our users by improving the content of the Site.

There are times however, when we may need information from you, such as your name and address. Customarily, the personal information COMPROSE obtains is used only to respond to inquiries, to process orders, for product registration, or to allow the user to access specific account information.

We may also ask you to voluntarily provide us with information for market research such as, your interests, demographics, and experience with our products.

Cookies

There is a technology called “cookies” which is an element of data that a web site can send to your browser which may then be stored on your system.

Some Site pages use cookies so that we can better serve you when you return to our Site. You can set your browser to notify you when you receive a cookie, giving the chance to decide whether to accept it.

Website Links

COMPROSE’s Site may contain links to other websites. While COMPROSE tries to link only to sites that share its high standards and respect for privacy, COMPROSE cannot take responsibility for the content or the privacy practices employed by other sites.

Data Security

All of the information you submit at our site is encrypted and stored safely in a database that is backed up nightly.

Changes

If at anytime COMPROSE changes its privacy commitment, COMPROSE will post those changes here so that you will know what information COMPROSE gathers and how COMPROSE might use that information.