Policy, process, procedure. What’s the difference?

Understanding the differences is important. It provides clarity for everyone. We'll start with some simple definitions.

Policy

Guidelines, directives or laws (the OBJECTIVE). They drive the processes and procedures.

Process

High level activities/steps that fulfill or help achieve the objectives of a policy (the HOW).

Procedure

Details and individual tasks required to action or complete a process (the WHAT).

 

There's a hierarchy. A policy sets the goal. A process provides the broad steps to get to that goal. The procedure tells us exactly how to complete each step in the process.

Let's look at a simple everyday example. Making a sandwich.

 

A policy is a set of guidelines or rules that explain how something (e.g. activity or process) should be done. Often, these rules are not negotiable and may even be legal obligations. 

 

Imagine we're running a café and sandwiches are a big part of our lunch trade.

In this scenario, a policy might lay down the rules for handling the sandwich ingredients. How long they should be stored, how to ensure that they are safe to eat, and what protective gear should be worn when handling them. That kind of thing. 

The policy for making a sandwich might include rules like:

~ All ingredients must be stored at the proper temperature to prevent spoilage.

~ All ingredients must be checked for signs of spoilage or contamination prior to use.

~ Employees must wash their hands thoroughly before handling any ingredients.

~ Employees must wear gloves when handling any raw ingredients.

~ Tools used to prepare meat products must not be used for any other ingredients.

 

This policy helps everyone involved in the process of making a sandwich follow the same set of rules, which helps to ensure consistency and safety in the food preparation process.

 

Now we have the ground rules (the policy) for making sandwiches, we need to know how to actually make a sandwich. What are the steps we need to follow?

The process will have several steps that you follow, in a specific order, to end up with a successful sandwich. 

These steps might include things like selecting the type of bread, choosing your fillings, adding condiments, and assembling the sandwich. We might even create a simple diagram for people to follow:

 

 

This is the HOW. The process explains the high level steps, actions or activity we need to follow, to make our sandwich. What it doesn't explain is the detail within each step.

That's the job of the PROCEDURE.

 

A procedure is a specific set of instructions that you follow in order to complete a particular task or step in a process. 

In our example of making a sandwich, a procedure might be something like a recipe for a specific type of sandwich. It'll provide the exact amounts for each ingredient you need to use. It might also include instructions for other things, like how long to toast the bread if that's an option, or how much mayo to spread on each slice.

So, the PROCESS of making a sandwich involves a series of steps you follow in order to make the sandwich, whilst the PROCEDURE is a specific set of instructions for making a particular type of sandwich.

 

Let's look at a very common example. A Request For Information or RFI.

An RFI is the PROCESS of raising and resolving project-related questions. In Aconex, there are two ways to manage this. You can use Mail or you can use Documents (in Workflows). 

What about the POLICY?

Some projects may have one. It might an Information Management Policy, or something similar. It could even be a section in the contract. It may state something like: 

"All project-related queries must be raised via RFIs."

The POLICY states that we must use RFIs to raise questions.

The PROCESS provides the broad mechanism

For example: raising project-related queries using RFIs in Aconex Mail. And, it would include the high level steps to follow:

1. Create and send the RFI

2. Review the RFI

3. Respond to the RFI

It won't tell you how to review the RFI as that would depend on what tool or application you're using and even individual preferences.

The PROCEDURE has the detail

It'll include information about specific tasks and actions for each of the steps in the process. This will often help determine configuration requirements, along with which features/functionality to use, options, etc.

Typically we might see this as a detailed step-by-step document with screenshots.

More information

To get you started, why not check out our Introduction to process mapping Play. It will guide you through creating your first process flowchart diagram. 

Also check out our Common Processes on Support Central. You’ll find typical examples of familiar processes, along with information about configuring Aconex to make them work.