See below guidance on steps for annual review of policies involved, including planning, preparation, workshop, and rollout. This structured approach will help you create an effective review cycle. Remember to be flexible and adapt the approach based on the specific context and needs of your organization.
Define the goals of the annual review and prepare the agenda for the review workshop
In the agenda, consider including an introduction to align all stakeholders, a review of current policies, breakout sessions for detailed discussions, and plenary sessions for sharing insights.
You may consider subdividing policy reviews under three phases: (a) identifying policy gaps, (b) assessing the effectiveness of existing policies, and (c) proposing updates. For setting your review agenda for each policy, consider this template.
Identify and invite everyone who should be involved
Important stakeholders may include senior management and leaders, Board directors, HR staff, other employees, or or representatives of relevant departments.
Consider including subject matter experts to improve systems and processes, and to ensure compliance with regulatory developments that impact your policies.
Prepare materials for the review workshop
Gather current policy documents
Gather feedback reports
Gather case studies or relevant research or data for identifying gaps, or improving policies
Prepare presentation slides, workshop guides, and materials for group discussions or activities. Feel free to refer to this template for the structure of activities and prepare materials accordingly.
Note that requesting policies, feedback reports, etc. can help stakeholders get engaged in the topics pre-workshop.
Decide on the logistics
Venue and timing
Choose a suitable venue and set a date. Ensure the venue supports your workshop's format (such as including breakout rooms for small group discussions).
Technology and equipment
Determine necessary technology and equipment, such as projectors, laptops, video conferencing tools for virtual participants.
The logistics for these workshops may be outsourced.
Communication with participants
Send out invitations well in advance, and include the workshop agenda, objectives, and pre-workshop materials for review.
Engage participants before the workshop to gather initial insights and questions.
Implement the workshop
Opening Session
Start with a clear articulation of the workshop's objectives and agenda. Consider icebreakers to build trust and rapport among stakeholders.
Facilitation
Guide discussions, ensuring all voices are heard and keeping the focus on the objectives. Feel free to refer to this template for the structure of reviewing specific policies materials.
Documentation & Summary Report
Assign someone to take detailed notes, or record the sessions (with consent of participants) for future reference. Upon completion, have that same assigned staff compile a report summarizing the discussions, insights, and recommendations from the workshop. If possible, assign note-taking to staff that are not involved in the active discussion.
Action Plan
Develop an action plan based on the workshop outcomes, including timelines and responsibilities for updating policies.
Feedback
Collect feedback from participants on the workshop to inform future sessions.
Review and Update Policies
Based on the workshop outcomes, the responsible personnel draft updates to policies. These drafts are then circulated for feedback and moved through the necessary approval processes.
Implement and Communicate Changes
On approval of policy updates, assigned personnel create plans for implementing and communicating policy changes. If needed, create training sessions or develop support materials.
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