Policy
In the creative sector, ‘policy’ is often seen as distant from the day-to-day work of making and sharing art. Yet policy doesn’t have to be about red tape or restriction, it can be a powerful strategic tool. A well-crafted policy is a declaration of values, a framework for fairness, and a practical instrument for effective leadership and organisational transformation. It’s the invisible architecture that underpins and strengthens your mission.
This guide will demystify the process of creating impactful policy documents, providing actionable steps for early and mid-career professionals in the arts and culture sector. We'll explore how to move beyond the bureaucracy to create policies that empower your team, engage your community, and drive your organisation forward. Forget red tape; think of this as building a stronger foundation for your work in the UK's vibrant cultural landscape.
Why Your Organisation Needs Great Policy
Before diving into the ‘how’, it’s crucial to understand the ‘why’. Policies are more than just operational guidelines, they are the practical embodiment of your strategy and branding. They answer critical questions: how do we treat our staff, volunteers and artists? How do we handle audience feedback? How do we ensure our digital presence is ethical and accessible?
Good policy provides clarity, ensures consistency, and protects your organisation. It’s a cornerstone of effective change management, providing a stable reference point during periods of growth or uncertainty. It demonstrates a commitment to professionalism that is essential for successful fundraising and stakeholder engagement.
How to Write a Policy People Will Actually Use
An effective policy isn’t written in a vacuum and left on a shelf. It’s a living document created through collaboration and designed for clarity. Here’s how to get it right.
Step 1: Start with Purpose, Not Problems
The most common mistake is writing a policy as a knee-jerk reaction to a single incident. Instead, take a strategic approach. Before you write a single word, gather the right people and ask these four questions:
What is the core purpose? Are you trying to improve fairness (e.g., a grievance policy), ensure quality (e.g., a collections care policy), or enable new ways of working (e.g., a remote working policy)?
Who does this affect? Consider all stakeholders: full-time staff, freelancers, volunteers, audiences, and community partners. Effective stakeholder engagement from the start is non-negotiable.
How does this align with our mission? A policy should always serve your organisation's core purpose. If you're a theatre focused on community connection, your volunteer policy should reflect that value.
What does success look like? How will you know if the policy is working? This links directly to future evaluation.
Step 2: Involve the Right People
Policy written exclusively by senior leadership often fails to reflect the reality of day-to-day operations. Involving staff in arts policy making is not just a 'nice to have'; it's essential for creating a document that is practical and respected.
Host a workshop. Send out a survey. Talk to the people whose work will be directly impacted. This collaborative approach builds a sense of shared ownership, turning a top-down directive into a collective agreement. This is a powerful form of internal communication and a key part of fostering a positive organisational culture.
Step 3: Structure for Clarity and Action
The structure of your document is key to its usability. Avoid long, dense paragraphs of text. Instead, use clear headings and simple language. Here’s a reliable template:
Policy Title: Clear and descriptive (e.g., "Digital Content & Social Media Policy").
Purpose Statement: A brief, one-or-two-sentence explanation of why the policy exists.
Scope: Clearly state who the policy applies to.
Key Principles & Procedures: This is the core of the document. Use bullet points or numbered lists to break down the key rules and associated actions.
Responsibilities: Outline who is responsible for what (e.g., "The Head of Marketing is responsible for final sign-off on all social media posts").
Related Policies: Link to other relevant documents.
Approval Date & Review Date: A policy must be a living document. Schedule a review every 1-2 years.
Step 4: Avoid Common Pitfalls
Many well-intentioned policies fail due to simple, avoidable errors. Watch out for these:
Vague Language: Avoid ambiguous terms. Instead of "be professional online," define what that means for your branding.
Forgetting Implementation: A policy is useless without a plan to launch it. Communicate the new policy to everyone it affects, provide training if necessary, and make it easily accessible.
The 'Set and Forget' Mentality: Culture changes, technology evolves, and your organisation will too. Diarise the review date and stick to it. This is a key part of long-term strategy, not a one-off task.
Conclusion: Policy as a Tool for Progress
Creating robust policy is a fundamental activity for any resilient and impactful organisation. It’s an exercise in clarity, fairness, and strategic foresight. By shifting your perspective from restrictive rules to enabling frameworks, you can build a stronger, more coherent organisation. The process strengthens internal communication, clarifies your branding, and provides the solid ground needed for creative work to flourish. It is a critical component of everything from placemaking to fundraising.
