February 13, 2007
Law Firm Policy Manual for the MTV Generation
My head is spinning. I’m looking for the duct tape to keep it from exploding.
Why? I am on page 356 of the ABA’s revised and updated fifth edition Law Office Policy & Procedures Manual, that is why! Page 356 advises that “those who use the lunchrooms should keep them clean…”.
I have to say that the authors have done a great service for those who have been given the charge to come up with such a manual. All you have to do is fill in the blanks and you too can have a 375-page policy & procedure manual that covers everything from keeping the microwave clean to handling intra-office dating issues.
Seriously, there are things here that need to be covered. But the important stuff gets lost in 375 pages. You also have the problem of keeping all those pages current! The moment you release a Policy and Procedures manual, it is out of date.
Don’t get me wrong; there are some really important and good things in this model manual. But times have changed. They have gotten faster for one thing! In this MTV and instant messaging world, you have to accomplish the intended purpose differently. Forget the idea of a printed manual. Use technology rather than paper. Microsoft’s SharePoint® is perfect for this purpose. Second, except for those subjects covered by law and regulation, forget the long narratives. Use phrases, words, and pictures to get the point across. As for the kitchen or lunchroom, put up a sign that reads, “Your mother doesn’t work here”—enough said. The message is conveyed. Keep it simple. For example, rather than explain the purpose of every committee, just list them. Most are self-explanatory. You can explain those that aren’t. The more words you use, the harder it is to keep your policies and procedures current and the more difficult it is for people to remain familiar with them.
Words, phrases, icons, symbols, graphics, and pictures make your message far more memorable than long, detailed narratives. You can still find a place for the legalese explaining that the organization’s communicated policies and procedures, regardless of how they are communicated, are not a contract of employment, can be changed whenever decided, and as communicated, may or may not have accurately communicated our intended purpose and, if so, you may or may not have understood them correctly. J
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Filed under Policies/ Procedures by Tom Collins
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