Common Mistakes in Policy and Procedure Documentation and How to Dodge Them Like a Pro

Writing policies and procedures isn’t anyone’s idea of a party. There’s no confetti, no cake, and no one’s ever said, “Wow, that procedure manual changed my life (except for us .🤣).” But, strong policy and procedure documentation does make everyone’s lives easier!

At Writer Resource, we’ve seen it all, from manuals that read like a legal thriller (minus the thrill) to ones that leave employees wondering, “Wait… am I allowed to do this or not?” 

So let’s talk about the most common mistakes companies make in policy and procedure documentation - and - how you can sidestep them gracefully.

1. The “Wall of Text” Problem

If your policy document looks like it could double as a novel, we have a problem. Long, dense paragraphs make readers tune out faster than you can say noncompliance.

How to avoid it → Keep it simple and scannable. Use headings, bullet points, and plain language. Break complex processes into digestible steps.

2. Outdated Information That Lingers Forever

A surprising number of companies are still referencing software or job titles that haven’t existed since the last few years or since AI has entered our world. Outdated content can lead to confusion, and errors.

How to avoid it → Set a review schedule. Policies should be audited at least annually to ensure they still reflect your actual business practices.

3. Inconsistent Formatting and Tone

Ever read a manual where one section sounds like a lawyer wrote it and another sounds like a text from your best friend? Inconsistent style makes documentation look unprofessional and hard to follow.

How to avoid it → Create (and follow) a style guide. Consistent fonts, tone, and structure make your policies easier to navigate. Have an experienced writer/editor polish your content for clarity and consistency.

4. Writing for Management, Not for the Users

Policies often get written with compliance or management in mind — not the employees who actually have to follow them. The result? Policies that sound great on paper but may not work in real life.

How to avoid it → Involve end users in the process. Ask employees what’s confusing, what’s missing, and what works. Take time to meet with the users. When people feel included, they’re far more likely to actually follow the procedures.

5. Skipping Real-World Scenarios

A list of rules without context is like a map without landmarks. Employees need examples that show why a policy exists and how it applies.

How to avoid it → Include use cases or sample scenarios where appropriate. A simple “Here’s what this looks like in practice” can make all the difference between confusion and compliance.

6. Forgetting the Visuals

Procedures often involve step-by-step actions, and sometimes, words just aren’t enough. A good diagram, flowchart, or table📊 can turn confusion into clarity in seconds.

How to avoid it → Add visuals where they make sense. Process charts, screenshots, and infographics help users absorb and retain information faster.

7. Doing It All In-House (Without Expert Help)

Even the most organized teams struggle to keep documentation projects moving. Internal writers get pulled into other priorities, SMEs are short on time, and deadlines slip quietly into the distance.

How to avoid it → Bring in a professional documentation specialist. Technical writers, Medical Writers, Editors, and Training Developers live and breath clarity. They partner with your subject matter experts to build clean, cohesive, easy-to-navigate documentation. Quickly!

Great policy and procedure documentation isn’t just about compliance; it’s about communication. When done well, it sets the tone for your company’s culture, streamlines onboarding, and reduces risk. When done poorly, it becomes the document everyone avoids or can't find.

If you’re ready to turn your dusty policies into polished, professional resources that people actually understand, we’re here to help.

📞 Let’s make your content work for you — not against you www.writerresource.com