How can you create clear and concise airline policies and procedures?

Airline policies and procedures are the backbone of your operations, safety, and customer service. They define the standards, expectations, and responsibilities of your staff, passengers, and partners. However, creating clear and concise airline policies and procedures can be a challenging task, especially in a complex and dynamic industry. Here are some tips to help you write effective airline policies and procedures that are easy to understand, follow, and implement.

Find expert answers in this collaborative article

Selected by the community from 2 contributions. Learn more

1 Know your audience

Before you start writing, you need to identify who your audience is and what they need to know. Different groups of people may have different levels of familiarity, interest, and access to your policies and procedures. For example, your pilots, cabin crew, ground staff, and managers may need more detailed and technical information than your customers, regulators, or media. You should also consider the language, tone, and format of your communication, depending on your audience's preferences and expectations. For instance, you may use more formal and precise language for legal or regulatory documents, but more friendly and simple language for customer-facing materials.

Add your perspective

2 Define your purpose and scope

Another important step is to define the purpose and scope of your policies and procedures. What are the main goals and objectives of your policies and procedures? What are the benefits and outcomes of following them? What are the risks and consequences of not following them? You should also clarify the scope and boundaries of your policies and procedures. What are the situations, scenarios, and exceptions that apply or do not apply to your policies and procedures? How do they relate to other policies and procedures within or outside your organization? You should state the purpose and scope clearly and concisely at the beginning of your documents, so that your audience knows what to expect and why.

Add your perspective

3 Organize your content

Once you have defined your audience, purpose, and scope, you need to organize your content in a logical and coherent manner. Utilizing headings, subheadings, tables, charts, diagrams, lists, and other visual aids can break down your content into more manageable chunks and emphasize the key points. Furthermore, consistent and clear labels, titles, numbers, and symbols should be used to identify and categorize your content. Additionally, a standard structure and format should be used for policies and procedures. This includes an introduction with an overview of the policy or procedure, its purpose, scope, and definitions; roles and responsibilities specifying who is responsible for what; procedures describing the steps involved in performing the policy or procedure; controls and measures explaining how the policy or procedure will be monitored; as well as references and appendices that provide additional information.

Add your perspective

Adam K.

Human Resources Manager
Report contribution
Creating clear and concise airline policies and procedures involves first establishing a structured framework for documentation. This includes organizing policies and procedures by category and then using straightforward language to articulate guidelines, responsibilities, and processes. Incorporating visual aids, examples, and practical scenarios can further enhance understanding and ensure accessibility for all staff. Regular reviews and updates based on feedback and industry changes are also essential to maintain relevancy and effectiveness.

Like

4 Use simple and clear language

Writing policies and procedures that are simple and clear is a common challenge. To achieve this, you should use plain English that is easy to read and understand. Avoid jargon, acronyms, slang, or idioms that may not be familiar to your audience. If technical terms are necessary, provide a definition or glossary. Additionally, maintain consistent and accurate terminology throughout your documents, avoiding synonyms, abbreviations, or variations that may cause confusion. To use simple and clear language, try using short and simple sentences and paragraphs with active and direct voice. Additionally, use positive and affirmative statements with specific and concrete words instead of vague and abstract ones. Examples and illustrations can also be more effective than assumptions and generalizations.

Add your perspective

Adam K.

Human Resources Manager
Report contribution
Agree, using clear and straightforward language is essential to create clear and concise airline policies and procedures. This involves avoiding jargon or overly technical terms, instead opting for plain language that is easily understood by all staff members. Breaking down complex processes into simple, step-by-step instructions and utilizing visuals where applicable can further enhance clarity and comprehension. Regularly seeking input from staff and refining the language based on their feedback can help ensure that the policies and procedures effectively serve their intended purpose.

Like

5 Review and revise your documents

The final step in writing policies and procedures is to review and revise your documents before publishing or distributing them. You should check your documents for accuracy, completeness, clarity, consistency, and compliance. You should also proofread your documents for spelling, grammar, punctuation, and formatting errors. You should seek feedback and input from your stakeholders, such as your staff, customers, regulators, or experts, to ensure that your documents meet their needs and expectations. You should also update and revise your documents regularly, to reflect any changes or improvements in your operations, industry, or environment.

Writing clear and concise airline policies and procedures is not an easy task, but it is a crucial one for your success and reputation. By following these tips, you can create effective airline policies and procedures that are aligned with your goals, standards, and values, and that are useful and user-friendly for your audience.

Add your perspective

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Add your perspective

How can you create clear and concise airline policies and procedures?

1

2

3

4

5

6

1 Know your audience

2 Define your purpose and scope

3 Organize your content

4 Use simple and clear language

5 Review and revise your documents

6 Here’s what else to consider

Airline Management

Rate this article

Thanks for your feedback

More articles on Airline Management

More relevant reading

How can you create clear and concise airline policies and procedures?

1

2

3

4

5

6

1 Know your audience

2 Define your purpose and scope

3 Organize your content

4 Use simple and clear language

5 Review and revise your documents

6 Here’s what else to consider

Airline Management

Rate this article

Thanks for your feedback

Explore Other Skills