A well-crafted IT policy is more than a compliance document. It’s a roadmap for how your organisation manages technology, protects information, and supports staff in using IT systems safely. Poorly written policies can create confusion, leave security gaps, and make it harder for teams to follow correct procedures.
At Protocol Policy Systems (PPS), we help organisations create clear, actionable IT policies that align with international standards and industry best practices. Here’s a guide on how to write a good IT policy that your team will find easy to read and follow.
1. Understand the Purpose of the Policy
Before writing, clarify why the policy exists. Every IT policy should have a clear purpose and scope. Ask yourself:
- What risk or behaviour does this policy address?
- Who is affected by it?
- How does this policy support organisational objectives, such as security, productivity, or compliance?
Policies must be practical and relevant rather than mere rule statements. When employees understand the underlying rationale, adherence improves significantly.
2. Keep Language Clear and Accessible
Policies only work if people can understand them. Avoid technical jargon or overly formal language. Use:
- Simple, direct sentences
- Active voice (“Employees must use strong passwords”)
- Consistent terminology throughout the document
Consider including examples or scenarios to show how the policy applies in real-world situations.
3. Structure the Policy Logically
A well-structured policy helps readers find information quickly. A good IT policy usually includes:
- Purpose and Scope: What the policy covers and who it applies to
- Definitions: Clarify technical terms or acronyms
- Roles and Responsibilities: Who enforces and follows the policy
- Policy Statements: The rules or requirements
- References are made to Process, Procedure or Guidance: Practical steps or best practices
- References: Related policies, regulations, or standards
- Review and Revision Dates: When the policy will be reviewed and updated if required
4. Align with Standards and Regulations
Good IT policies reflect guidance from recognised frameworks, standards and regulations. Common references include:
- ISO/IEC 27001 and 27002 (information security management)
- GDPR (for handling personal data)
- PCI DSS (payment data security)
- Cyber Essentials Plus (a NCSC certification scheme for cybersecurity)
- Cyber Assessment Framework (CAF) (to assist operators of essential services improve cyber security and resilience)
Ensuring alignment helps policies comply with regulatory standards and minimises organisational risk.
5. Make Policies Actionable
Policies should clearly describe what staff must do, not just what should happen. For example:
- Instead of: “Passwords should be secure.”
- Use: “Passwords must be a minimum12 characters, include numbers, letters, and symbols, and be unique for each system.”
Clear, actionable policies eliminate ambiguity and promote consistent compliance among employees.
6. Engage Stakeholders and Assign Ownership
IT policies are more effective when key stakeholders are involved. Consider engaging:
- IT teams for technical accuracy
- HR teams for staff and training alignment
- Legal or compliance teams for regulatory requirements input
- Governance or risk management teams to ensure alignment with organisational objectives and oversight.
Assign a clear policy owner responsible for maintaining, communicating, and reviewing the policy.
7. Review, Communicate, and Train
An IT policy is only effective if staff know about it and understand it. To build awareness:
- Socialise the policies through team meetings and internal communications.
- Monitoring user engagement with the content.
- Provide short training sessions for complex topics
- Regularly review policies to ensure they remain current with technology and regulations
Key Takeaways
Creating a good IT policy requires a balance of clarity, structure, practicality, and alignment with standards. Organisations should:
- Define the purpose and scope clearly
- Use simple, actionable language
- Align with recognised frameworks and standards.
- Engage key stakeholders
- Assign ownership and review regularly
When done well, IT policies protect your organisation, guide staff, and support secure and efficient use of technology.
Ready to Review Your IT Policies?
Download our free IT Policy Health Checklist to assess how well your current policies support your organisation’s security, governance, and compliance goals. It’s a practical way to identify gaps, prioritise improvements, and ensure your IT policies remain clear, current, and effective.
Simplify IT Policy Management with PMaaS
Creating and maintaining IT policies can be time-consuming, especially when aligning with multiple standards, managing updates, and keeping staff engaged. Policy Management as a Service (PMaaS) simplifies policy management by providing:
- Policy content that is easy to read and understand: Written in plain English with drop-down explanation boxes, customisable for your organisation, and tailored for users, managers, and technical staff. Embedded links provide quick access to forms, guidelines, and regulations.
- Policies mapped to recognised standards and best practice: Aligned with ISO 27001, PCI DSS, PSN, Cyber Essentials Plus, and the Cyber Assessment Framework (CAF) for Local Government, with built-in mapping tools.
- Workflows to drive user engagement: Automatic review notifications, on-screen Policy Acceptance, progress tracking via My Policies, and reports or APIs for HR/LMS integration.
- Managing user engagement: Single Sign-On for easy access, contractor and new employee enrolment, stakeholder feedback during reviews, and reports to track inactive or non-accepting users.
- Managing content: Automatic reminders for review dates, flexible visibility settings, Policy Acceptance per policy or statement, and exportable DOCX files.
- Building security awareness: Quizzes based on your Acceptable Use Policy, eight awareness videos on topics like phishing, social media, and AI, plus advanced search, topic indexes, and a glossary for easy reference.
With PMaaS, organisations can implement a complete set of IT policies in weeks instead of months or years, freeing IT and GRC teams to focus on core activities rather than administrative tasks.
View a demo video of the service, or contact us today to learn how we can help strengthen your IT policy framework.