The Policies and Procedures Special Interest Group (P&P SIG) needs your help!

The Policies and Procedures Special Interest Group (P&P SIG) needs your help!
The background image is what our current Web site looks like.  We would like to spiff it up by creating an eye-catching logo - this is where you come in:
We invite YOU to submit an entry for a P&P SIG logo!
The logo should represent the P&P community and be easily identifiable.
Logo submissions:
    • One entry per P&P SIG member (not yet a member? Join today!)
    • High-resolution image, preferably in a vector format (.cdr, .ai, .eps), or high-resolution .png, .pdf, .tif, or .jpg. (minimum 1024 x 768 pixels).
    • Since we are starting from scratch, any shape will be considered (square, 2:1 aspect ratio, etc.).
    • You get to choose colors, fonts, and other creative elements!
The P&P SIG Leadership Team will carefully select the winning logo.
Winning entry will receive a $50 gift card and bragging rights (add this to your portfolio). We will display the logo on our Web site and P&P SIG promotional materials.
Deadline for submissions: 30 June 2019
Send your entry to Tricia Spayer:
Don’t wait! Start sketching today!
  • Logo Design Contest Flyer (downloadable)
Logo Design Contest Flyer (downloadable file)

Free P&P SIG Webinar Scheduled for March 28

Annette D. Reilly, Ph.D., PMP, CSDP, CSEP, will present a webinar entitled “It's a Standard Procedure" on Thursday, March 28, from 12:00 -1:00 p.m. (EDT). She will discuss how policies and procedures are applied for the development of international standards. The webinar will be recorded.   The webinar is free to P&P SIG members and our guest, the STC Washington DC/Baltimore chapter. However, you must register to receive the link to the webinar and the recording. The registration link and information was sent to P&P SIG members via the SIG’s Announcement List.   The Leadership Team hopes you can join us for a discussion of this important topic.   If you have questions, please contact Ann Marie at

Procedure Professionals Association Announcement

P&P SIG Members, Mr. Mike Brewer of the Procedure Professionals Association has provided this post.  Our SIG has members in common with these folks, and lots of professional interests in common.  Their Symposium sure looks interesting.
  The Procedure Professionals Association will host the 29th Annual Procedure Symposium at the Opal Sands Resort on Clearwater Beach June 20 through 22, 2017. In this format, we will continue to provide a forum for professionals in procedure writing, administration and control to obtain the latest information regarding procedures and the procedure process. The technical program will consist of formal presentations as well as facilitated breakout sessions. As is customary, we will have a strong focus on providing greater and more diverse networking and benchmarking opportunities. All levels of management, procedure writers, work planners, procedure administrators, training specialists, and procedure users will benefit by attending the specialized breakout sessions that deal with the issues related to their specific areas. We will also offer the full PPA Writer Certification Training Course in conjunction with symposium attendance. With an emphasis on human factors and classroom exercises, this training focuses on the following technical writing objectives:  
  • Documents are organized using a hierarchical structure.
  • A human factored layout and format is consistently applied to all documents.
  • Instructions enable action, achieve compliance, and minimize the potential for error.
  • Instructions are written clearly, concisely, and consistently using standard American English.
  For additional information, please visit the Procedure Professionals Association at or contact Carolee Schmidt at   -- Posted on behalf of Mr. Mike Brewer of the Procedure Professionals Association.

P&P SIG Call for Progression Session Speakers

Next year's 2017 STC Technical Communication Summit will be held 7-10 May in Washington, DC. (National Harbor, MD). The Policies and Procedures SIG plans to submit a proposal to present “Topics In Policies and Procedures” in the Progression Session format at the 2017 STC Summit.  P&P SIG is looking for presenters (and their topics). We’d like you to join our proposal!  If you plan to attend the conference and have an idea for a topic, we'd like you to develop your topic and present as part of our Progression Session. We'd especially like to invite the SIG members from the former QPI and ES&H SIGs to join with P&P SIG and present with us in Washington, DC Any STC member may join our proposal.  But you will have to act soon; the deadline for submission is 12 September 2016. I will need your information no later 09 September 2016. If you are interested, send me as much information as you can right away. mail at Of course, we encourage all SIG members to develop and propose their individual Summit topics directly to STC.  If you plan to do that, here is a link to some tips and tricks. What is a "Progression Session" anyway? "Progression Session" is a format for an educational session at conference that has as many as 10 different speakers presenting on various topics simultaneously. Each speaker will host a table with a presentation on a topic they have developed from their own area of practice. Attendees will choose a topic and sit at that table to hear a 12-minute presentation about that topic, and then move to another table to hear the next 12-minute presentation. This process repeats 3 times throughout the hour long time slot. This means attendees will hear 3 of the topics presented. Sessions in this format are very popular and are among the best attended at the conference. Progression sessions are a great way to share a lot of information in a relatively short time. Veteran presenters and new speakers alike can hone their speaking and presenting skills as they present new topics and research. Subject Matter for Topics Naturally, we will be looking for topics of relevance to members of our SIGs. But this covers a wide area of related and relevant topics, such as compliance, content management, career development, process improvement, documentation management, and the tools and technologies that we all use in our profession. Of particular interest are case studies and success stories that would benefit our attendees and members. How to Join our Progression Session Send me your information as soon as possible and I will submit the proposal. Send me as much information as you have right away. You will need the following information: * Your name and contact information * Working title for your topic. * A short abstract or description of your topic * A short professional bio about you, especially about any speaking or presenting experiences you may have had. * Any further details about your topic, such as an outline or graphics (if you have them). More information is better, but even if your presentation is not fully developed, please DO propose it anyway! * Be sure to mention any SIG affiliations you may have. Summit link: Any questions … email me! Dawnell Claessen, Co-Manager, P&P SIG

The P&P SIG is pleased to announce a free webinar for our members!

Webinar 28 September 2016 – So mark your calendars! The P&P SIG is pleased to announce a free webinar for our members! 6 Steps to Writing Effective Procedures
Introduction This topic is a brief description of 6 Steps to Writing Effective Procedures, the presentation that Information Mapping’s David Singer will deliver to the STC Special Interest Group on Policies and Procedures on September 28, 2016.
Presentation Description   The Information Mapping Method is an internationally recognized content standard that makes information easier to write, easier to access and easier to understand. 6 Steps to Writing Effective Procedures introduces the fundamental concepts of the Method. Using real-world documentation samples to illustrate key points, the presentation emphasizes practical strategies that attendees can apply immediately to improve the quality and usability of procedures. 6 Steps to Writing Effective Procedures is approximately 40 minutes long and is followed by a question and answer session.
For those not familiar with Information Mapping, our presenter, David Singer, suggests P&P SIG Members visit the link below and sign up and view the free “Information Mapping: What is? Why Use it?” webinar. About our presenter / speaker:

David Singer

Content Development Manager, Information Mapping US

David Singer’s Background
David Singer has more than 30 years of experience helping organizations achieve better control over their business-critical information. In the early 1980's, he joined Information Mapping, Inc., founded by Robert E. Horn to bring the Information Mapping® Method for structured authoring to the marketplace. The Method is now a content standard within large enterprises and government entities around the world, and more than 600,000 people have been trained to use Information Mapping techniques.   David has held several positions within the Information Mapping organization. He is currently Content Development Manager at Information Mapping US, writing and speaking to audiences all over the country about content management and the Information Mapping Method. David frequently addresses these and other topics in the Information Mapping blog.  

Procedure Writer Course

Absolute Consulting is offering STC Policies & Procedures SIG members a $100 rebate on their next PPA Procedure Writer Certification course, November 30 - December 2, 2015 in Nashville, TN. Developed and managed by the Procedure Professionals Association (PPA) using input from an array of industry experts, the PPA Procedure Writer Certification is recognized as a value added approach to aligning procedure writers with best practices. For more information on this course, visit the PPA Website ( or the Absolute Consulting Website ( To take advantage of this offer, see Nathan Rightmer's Nov 10th post to the P&P Discussion List.

P&P SIG Webinar

Wednesday, 02 December 2015 12:00 noon - 1:00 pm Eastern Daylight time, USA Using Zoupio for Publishing Policies and Procedures This webinar focuses on using Zoupio by Lexum for internal publishing of policies and procedure documents sourced from MS Word files. Throughout many organizations, Word is the preferred drafting platform. See how Zoupio (SaaS) can propel that Word file to the next web level (hosted & mobile ready responsive design). By the end of the webinar, you will have learned how process and publish text-heavy documents with Zoupio from MS Word files. We’ll show you how to facilitate web publishing from those Word files as well as the general best practices of web publishing for text-heavy documents. One lucky attendee will win a $25 Amazon Gift Card. Register now to attend. Send an email to for instructions on how to join the webinar. This webinar is free for STC Policies & Procedures SIG members. Not a P&P SIG member? Current STC members can join this SIG for only $10. For over 20 years, Lexum has enabled the web publishing of tens of millions of pages of content, both on the public internet and client intranets with private industry, professional editors, international & domestic government entities, education, legal and medical sectors as well as the telecommunications industry.

Discussion Threads

This is a list of topics on the P&P SIG Discussion List. You can read the full thread in the discussion list archives. See the Mail Lists page for instructions.

  • "A P&P inquiry for the SIG" on Standard Operating Procedures (August 2014)
  • "Use of the second person - you and your" (August 2014)
  • "Policy" - Alternative terms (Oct 2014)
  • "Policy and Procedures Library Name" (Oct 2014)
  • "SOPs vs. other Procedures" (Dec 2014)
  • "Q&A on Tech Com for Aerospace" (Dec 2014)
  • "Cross Post from STC Lone Writer SIG" on why people do or don't remain STC members (Jan 2015)
  • "Use of video in technical documentation" (Feb 2015)
  • "Authorization of policies" (Feb 2015)
  • "Good source for defining different levels of P&P?" (Feb 2015)
  • "Document Type Definitions?" (April 2015)
  • "What volume of information/change can someone absorb in a day?" (April 2015)
  • "Use of the second person - you and your" (April 2015)
  • "Tools for Policies & Procedures" (May 2015)
  • "Taxonomy of documents" (May 2015)
  • "Student Requesting Examples of Process Documentation" (June 2015)
  • "Policies or related materials on transgender topics" (Junly 2015)
  • "Reference Style in Policies?" (Aug 2015)
  • "Policy and Procedure Repositories" (Sept 2015)

Quarterly Update – Spring 2015

New Members & Mail Lists

Welcome to all our new P&P SIG members. Unless you opt out of receiving SIG email, we subscribe you to our Announcement and Discussion Lists. The Announcement List is used for official SIG announcements. Participating in the Discussion List is a major benefit of membership in the P&P SIG. You can will hear from other members periodically and be able to exchange ideas and information with them. To ensure that you receive our email, please add these addresses to your email contacts or white list.
  • pp-discuss at
  • pp-announce at
STC sends subscribers a monthly reminder with your mail list passwords and instructions.

Summit 2015

Let us know if you plan to attend the 2015 STC Summit. We’ll look for you at our table at the Communities Reception, our SIG Luncheon/Business Meeting and our SIG Progession -- Policy and Procedure Topics:
  • Best Practices in Policies and Procedures (Audrey Bezner)
  • Links, References and Resources for Policy and Procedures Analysts (Dawnell Claessen)
  • Career Development in Policies and Procedures (Emily Kowal)
  • What I know Versus Reality (Cindy Pao)
  • Getting Started in Policy and Procedure (Jamye Sagan)
  • Technology and Tools in Policies and Procedures (Louise Tincher)
Tuesday 23rd June, 2015, 9:45am to 10:30am.** Dates and times of Summit sessions are subject to change. Check Lanyard for current information (


SIG Status

Our current numbers (as of 05/03/15) are:
  • 481 My STC P&P Group members
  • 459 subscribers on our discussion mail list
  • 274 SIG members paid up through 2015

Corporate Value Program

Could your company benefit from the Corporate Value Program?
  • Organizations with five or more technical communicators can save on membership dues.
  • Organizations that sell technical communication products and services can benefit an array of high-impact, low-cost, exclusive marketing opportunities.
For more information, contact STC Business Development Manager Stacey O'Donnell at or +1 (571) 366-1915. If you have ideas, suggestions, questions, or comments please contact us. You are the SIG! Your leaders and volunteers,
  • Dawnell Claessen & Emily Kowal, SIG Co-Managers
  • Louise Tincher, Membership and Volunteer Coordinator
  • Audrey Bezner, Website and Newsletter Manager

Summit ’15 is 21 -24 June in Columbus, Ohio. P&P SIG will be there!

The Policies and Procedures SIG is gearing up for another great Conference in Columbus, Ohio NEXT WEEK! Below is a quick preview of P&P SIG-related and SIG-sponsored events, as well as a selection of sessions that may be of interest to policies and procedures professionals.  Check your Conference Program for times and locations of other sessions.  Sunday, June 21 8:00 a.m. - 12:00 p.m. Leadership Program 5:30 - 6:45 p.m. Opening Keynote (Nancy Duarte) Regency Ballroom 7:00 - 8:30 p.m. Welcome Reception and EXPO Monday, June 22 8:30 - 9:15 a.m. Progression: Business Management Topics
  • Solving People Problems (Beth Agnew)
  • Communicating with Clout: Enhancing Your Organizational Power (Liz Herman)
  • Approvals: How High (or Low) Should You Go? (Emily Kowal)
  • Simple Scheduling: Tracking Projects in Excel (Mike Sawyer)
  • Copyright Licensing for Review and Reuse (Dylan Tuttle)
Regency Ballroom 8:30 - 9:15 a.m. 6 Steps to Writing Effective Procedures (David Singer) Union A 11:00 a.m. - 12:00 p.m. Annual P&P SIG Business Meeting.  This is our only face to face meeting of the year. Every SIG member is invited (and encouraged) to attend and participate. We will provide attending SIG leaders, members and volunteers a report and we will hear SIG news, stats and make our plans for the coming SIG year. Directly after our meeting, we will adjourn to lunch at Market Stand Café in our hotel for a networking lunch. All attendees and guests are welcome to join us for lunch at this modest priced restaurant. The SIG will buy lunch for P&P SIG members who attend our business meeting. 1:00 p.m. - 1:45 p.m. Information Design for Technical Communicators (Linda Oestrich) Delaware A 3:45 - 4:30 p.m. Get Out of Your Office: Conducting Successful Site Visits (Rhyne Armstrong) Franklin A 3:45 - 4:30 p.m. Performing a Global Audit (Leah Guren) Franklin C 5:00 - 6:00 p.m. STC Annual Business Meeting Regency Ballroom Tuesday, June 23 9:45 a.m. - 10:30 a.m. Progression: Policy and Procedure Topics
  • Best Practices in Policies and Procedures (Audrey Bezner)
  • Links, References, and Resources for Policy and Procedures Analysts (Dawnell Claessen)
  • Career Development in Policies and Procedures (Emily Kowal)
  • What I Know Versus Reality (Cindy Pao)
  • Getting Started in Policy and Procedure (Jayme Sagan)
  • Technology and Tools in Policy and Procedure (Louise Tincher)
Regency Ballroom 11:00 a.m. - 12:30 p.m. Communities Reception Check the P&P SIG table in the exhibition hall for news, flyers, and updates! Expo Hall 5:00 - 7:00 p.m. Honors Reception Regency Ballroom Wednesday, June 24 8:30 - 9:15 a.m. The Secure Communicator (Ben Woelk) Delaware D 11:00 a.m. - 12:30 p.m. Closing Keynote (Denise Jacobs)