Policy vs Procedure
Policy vs procedure refers to the fundamental distinction between high-level organizational rules (policies) and step-by-step instructions for executing tasks (procedures).
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What is the Difference Between Policy and Procedure?
If you want your organization to run without constant confusion, understanding policy vs procedure is probably more important than most people realize. A policy answers the "why" and "what" questions. It lays out the rules, sets expectations, and gives your team a framework for making decisions. A procedure, on the other hand, tackles the "how." It walks someone through the specific steps they need to take to get something done or stay in line with a policy.
Think of it this way: policies are about decisions, procedures are about actions. Your vacation policy might say employees receive 15 days of PTO annually and need to request time off ahead of schedule. But the vacation procedure? That explains the actual mechanics: how you submit the request, who signs off on it, and what happens when two people want the same week off.
Both serve a purpose, and honestly, you need them working in tandem. Policies without procedures leave everyone scratching their heads about implementation. Procedures without policies feel arbitrary since there is no context for why things are done a certain way. The sweet spot is having both, creating something that is principled but also practical. Many organizations document policies in a formal guide and pair them with standard operating procedures that explain the detailed steps.
Key Characteristics of Policies vs Procedures
- Scope: Policies tend to be broad and principle-driven; procedures zero in on specific tasks
- Flexibility: Policies leave room for judgment; procedures expect you to follow the steps as written
- Change Frequency: Policies stay fairly stable; procedures get updated more often as tools and methods evolve
- Audience: Policies usually apply across the whole company; procedures target particular roles or teams
- Format: Policies are typically brief statements; procedures lay out detailed, step-by-step instructions
Policy vs Procedure Examples
Example 1: Data Security
Policy: "All employees must protect confidential company information and follow security protocols to prevent unauthorized access."
Procedure: The step-by-step process for encrypting files before sending them outside the organization, covering which software to use, how to create a strong password, and why you should share that password through a separate channel (like a text message rather than the same email thread).
Example 2: Expense Reimbursement
Policy: "Employees will be reimbursed for reasonable business expenses incurred during work-related travel."
Procedure: Upload your receipts to the expense management system within 30 days of the purchase. Categorize each expense properly. If anything is over $500, get your manager to approve it first. Expect the money back within two pay periods.
Policy vs Procedure Comparison
| Aspect | Policy | Procedure |
|---|---|---|
| Purpose | Establishes rules and expectations | Provides step-by-step execution |
| Focus | The "why" and "what" | The "how" |
| Flexibility | Allows interpretation | Requires strict adherence |
| Change Rate | Infrequent | Changes as methods evolve |
| Scope | Organization-wide | Task or role-specific |
| Example | "We prioritize customer safety" | "How to conduct a safety inspection" |
How Glitter AI Helps with Policies and Procedures
Writing procedures that actually align with your company policies takes real effort. Glitter AI makes this easier by letting you record your screen while you perform a task, then automatically generating visual, step-by-step procedures from that recording. The result? Procedures that reflect how work actually happens, not how someone thinks it should happen.
When a policy changes and you need to update the corresponding procedures, you can just record the new workflow instead of manually rewriting everything from scratch. And because Glitter keeps the formatting consistent, employees can move between different procedures without getting lost, which cuts down on confusion and training time. Organizations often compile these into a procedure manual for easy reference.
Frequently Asked Questions
What is the difference between a policy and a procedure?
A policy sets out rules and expectations (the why and what), while a procedure gives you the step-by-step instructions for getting things done (the how). Policies guide decisions; procedures guide actions.
What is an example of a policy vs procedure?
A policy might state that employees must maintain a safe workplace. The matching procedure would spell out exactly how to run safety inspections, report hazards, and handle incidents when they occur.
Why do organizations need both policies and procedures?
Policies give you the principles and guardrails, while procedures make sure everyone executes consistently. Without policies, procedures lack context. Without procedures, policies are tough to put into practice.
Which comes first, policy or procedure?
Policies usually come first since they define what needs to happen and the reasoning behind it. Procedures follow to explain how you actually carry out those policies day to day.
How often should policies and procedures be updated?
Policies tend to change less often, typically when regulations shift or the company heads in a new direction. Procedures need updating more frequently as tools, technology, and best practices evolve.
Who is responsible for creating policies vs procedures?
Policies are generally created by leadership, legal, or compliance teams. Procedures often come from department managers, process owners, or subject matter experts who understand the work firsthand.
Can a policy exist without a procedure?
Sometimes, yes. Simple policies that are self-explanatory might not need detailed procedures. But more complex policies usually require supporting procedures so everyone implements them the same way.
What happens when policies and procedures conflict?
Policies win since they represent the organizational rules. If there is a conflict, update the procedure to match the policy. Though if the procedure reflects a genuinely better approach, it might be worth revisiting the policy itself.
How do you write a clear policy?
State the purpose, clarify who it applies to, explain the expected behavior or rule, and mention consequences for not following it. Keep things concise and avoid getting into step-by-step details, which belong in procedures.
How do you write an effective procedure?
Start with a clear title and purpose statement. List any required materials. Then provide numbered, step-by-step instructions using plain language. Add visuals where they help, and be specific about who handles each step.
Turn any process into a step-by-step guide