Every organisation is different and so has different requirements for documentation

It is easy to say documents should be functional, concise, and shared – but harder to achieve. 

Keep in mind the objective

Is the document a policy, a statement of intent? Is it a procedure, a process to follow set out step by step? Is it a tool to be used to ensure the steps set out in the procedures can be followed or a form for example? is it something else?  

Keep in mind the audience

What prior knowledge do they have? What jargon or language do they use? How much time do they have?

Be concise

Make it short and readable and don’t include too many steps. Seek input from experts and users of the documents.

Review regularly

Check whether what is documented can and is being implemented.


Documents are there to be used, so people need to know where to find them.

Questions to ask - Documents

Are the documents that form the safety management system collated in one place? Remember you can store all of your club documents in the Affiliation Portal.


Do staff and volunteers know where to find the documents that make up the safety management system?


What do staff and volunteers think of the documents – are they concise and useful? Accessible? Easy to use?


Are documents regularly tested and reviewed?


Can you trace they ways things are done day to day back to the documentation?


Is there anything in the documentation that can’t implemented?






Safety management system