Since I’m passionate about policies, it’s no accident I’ve been associated with Lexipol for 12 years. In public safety, clear, consistent policies help ensure a department runs smoothly. When implemented correctly, they also help prevent both accidents and injuries. That assumes, of course, that the policies are understood and are being followed correctly.
Performance issues occur in every profession, but the higher the stakes, the larger the impact of this type of failure. As Christopher Sobieski points out in his article on FireRescue1, underperformance in public safety generally comes down to at least one of the “3 U’s”:
- Unaware: Almost always a failure of training, this happens when an employee doesn’t know about a policy or procedure (or has forgotten it). The best course for remediation is more and better training.
- Unable: This happens when a person is aware of a policy or procedure but doesn’t have the physical or mental ability to comply — or hasn’t put in the time to develop the requisite skill(s).
- Unwilling: Often the most challenging type of underperformance, this applies when an employee has the ability to develop a skill or do the work but simply won’t do it, the only real recourse is a change in attitude. If that doesn’t happen, the employee is likely to be removed from employment.
Agency policies
Effective policies — and effective training to reinforce them — can make or break an agency. One way or another, agencies and agency leaders will always end up paying for policies.
You can pay now by dedicating the necessary in-house resources to research and develop effective, up-to-date policies that protect your agency, your personnel and your community. Alternatively, you can outsource development and management services to someone with the knowledge, experience and resources to produce effective policies and keep them current as laws and community expectations change.
If your agency is a Lexipol subscriber, you know that your department’s policies are always updated with the most current information and latest developments in the industry. If you handle your own policies, it’s up to your agency leadership to make sure policies are reviewed and amended in a timely manner, with clear language that covers all the bases.
Developing agency policies
It’s easy to over-complicate the policy development process. When formulating a departmental policy, it’s a good practice to focus on three main stages: identifying issues, generating solutions and measuring performance.
1. Identify issues: One of the most important components of policy management involves accurately identifying issues that need to be addressed. At this stage, it’s vitally important to distinguish the symptoms or effects of a problem from the problem itself. We must define the problem clearly enough to give focus and direction to developing options designed to address it.
For example, if the firefighters on your crew aren’t wearing their seat belts while in the apparatus, ask yourself, “Why not?” Is it because they’re unaware of the agency’s policy? Are they unable to follow it because the seat belts don’t operate correctly or their PPE prevents them from sitting comfortably while restrained? Or are they just unwilling to comply because they couldn’t be bothered?
2. Generate solutions: Once we’ve clearly identified the issue we wish to address through policy, it’s time to identify solutions geared toward solving the problem (or at least mitigating its effects). As we establish a list of solutions, the pros and cons of each option should be compared and systematically evaluated to a pre-established set of criteria.
In the seat belt example mentioned above, for instance, one solution would be to add a section to the agency’s policy requiring the officer or driver to check seat belt use before giving the operator the go-ahead to pull out of the station. Another might be technological – installing an alarm that sounds unless seat belts are fastened. (That’s a requirement mandated by the NFPA.)
3. Measure performance: Once a policy is created, it’s equally important to conduct some level of follow-up to ensure the policy is accurately addressing the desired outcome. One way to do this is to establish a checklist of related criteria that guides the process of evaluation. Assuming a policy is necessary and was properly designed, establishing performance criteria should be easy.
For example, if you’ve updated your seat belt policy to include a seat belt check before the driver gets on the road, you’ll have a built-in measure to ensure the policy is being followed, although it will require periodic audits to ensure the officer is performing the check. If a seat belt warning mechanism is installed, it may feed data automatically to a data recorder that can later be analyzed.
In this Today’s Tip video, Gordon Graham explains why law enforcement agencies should publish their policies online.
While it may feel risky, transparency builds trust, educates the public and reduces administrative burden. Consider this: If an arrestee questions an officer’s actions, a public records request takes time — or they may never check at all. But if policies are online, they can verify them instantly, saving time and avoiding unnecessary conflict. Making policies accessible is a win-win for agencies and the communities they serve.
Personal policies
In addition to the policies you follow in your daily work, it’s also a good idea to have policies to follow in your personal life. When I talk about “personal policies,” I’m talking about rules and boundaries you set for yourself to serve as guardrails for your own actions and behavior. You can make personal policies in just about every area of your life, including your work, home life, financial health, personal health, leisure time and social interactions. When all is said and done, the personal policies you follow will tell others (and demonstrate to yourself) the quality of your character.
Maintaining agency policies requires thorough research, in addition to appropriate legal review, to ensure the requirements are clear, effective and valid. Similarly, when we create personal policies, we remove a lot of those gray areas that could trip us up. By clearly defining what we will and won’t do — and where we will and won’t compromise — we give ourselves the structure and support we need to do the things we say we want to do.
If your agency doesn’t have a thorough, well-thought-out policy manual, you’re at risk. The same goes with personal policies. Without them, you may be placing yourself in a position to do things that go against your personal standards.
Department policies take time to develop and implement. Similarly, it will take time and careful thought to develop your own policies. This is not just an academic exercise; the time you spend developing them to protect your personal safety and wellbeing is both valuable and necessary.
As an example, a fire department constituent recently invited me to attend a concert with him in Los Angeles. The concert was scheduled to start late and end late. My associate lives in Los Angeles; I live in Orange County, quite a distance away. I told him I make it a personal policy not to be on the freeways late in the evening, since not much good happens driving the freeways in Southern California after midnight. This clear personal boundary — that I don’t drive late at night — allowed me to decline his invitation without offending him.
Within your agency, both department personnel and the public depend on systematic accountability that only occurs through effective policy management. Your personal policies also create systematic accountability for you as you negotiate the problems and challenges of daily life.
Keeping personal policies up to date
In public safety, policies often change due to new laws and court decisions, updated operating procedures, innovations in equipment and technology, changes to your agency as well as new leadership. In the same way, new realities in your personal life may require updates to your personal policies.
For example, if you get married or divorced, move to another city or state, change jobs or retire, or experience health issues or lifestyle changes, you’d be well served to spend some time rethinking your personal policies. Maybe you’ve experienced a shift in your belief system or had your world rocked by something cataclysmic. If you find yourself contemplating the meaning of it all, you’ll probably want to take stock of your situation and realign your personal policies to your values.
Keep in mind that all this kind of change will often be accompanied by uncertainty and doubt. The only constant in the world is change, so you’ll need to get comfortable adapting to new realities. You may have to work hard to keep your personal values intact as you move into uncharted territory.
Personal improvement plans (PIPs)
Most public safety personnel are aware of performance improvement plans (PIPs). PIPs are formal documents outlining specific steps an employee must take when they fail to meet or follow organizational policies and procedures.
On FireRescue1, Sobieski tells us a PIP should have four distinct parts:
- A statement of observable behaviors that demonstrate poor performance.
- A discussion of what has been done to date to correct the issue.
- A plan of action, including what needs to be done, what the criteria are for successful completion and a timeline for completion.
- What can be expected if successful or unsuccessful completion of the plan occurs.
In your personal life, this same structure can be a valuable tool for self-improvement. Start by identifying specific behaviors or habits that need attention. Reflect on what steps you’ve already taken to address the issue in your life, then ask yourself how effective those steps have been. Next, create a clear action plan outlining what changes are needed, how you will measure progress, and a realistic timeline for achieving your goals. Finally, define the outcomes you can expect depending on whether you achieve your objectives. When done right, this process can help you stay motivated and accountable to make the changes necessary for success.
By applying this structured approach to your personal values and behaviors, you can break down personal challenges into manageable steps, stay focused on your goals and create a clear path toward meaningful growth and success in life.
Following through
Policies play a pivotal role in both agency operations and personal life, offering structure, consistency and accountability. Remember the old adage, “Problems without policies will remain problems.” Your agency should have policies in place to reduce risks in the workplace while providing peace of mind. Similarly, you can benefit from personal policies that help you navigate the complexities of daily living. These self-imposed guidelines can help you maintain integrity, set boundaries and make decisions that align with your values and goals.
Ultimately, policies — whether for an agency or yourself — are tools for fostering stability and progress. They mitigate uncertainty by providing a roadmap for action and adaptation. By investing the time to develop, implement and update effective policies, we protect not only our agencies and communities but also our personal wellbeing and values.
