Policy and procedure management for fire

Ground actions in guiding principles

Policies protect against unnecessary risks, but that doesn’t mean department leaders need to create a new policy every time someone makes a mistake.

Instead of creating a new policy for every specific case, leaders should seek to make firefighting policy based on overarching principles.

Principle-based policies and procedures can be understood in multiple scenarios. They also keep the number of policies at a manageable level.

Of course, fire department policies and procedures will do little good if they just sit in a binder on a shelf.

Policies must be accessible and easy to update and distribute.

It's time to rethink SOPs/SOGs in the fire service. Here are a few ways to make sure your SOPs can be as effective as possible:

Get everything in one system

There are many types of content that keep your department running, from SOGs/SOPs to training materials. With a central repository of all critical content for your first responders, you can better manage, update, disseminate, and track important documents.

First, gather every policy, procedure, guideline, and standard operating procedure you have in writing.

Get it all in one place so you can get an overview of what you have and what you need. You may need to write new procedures, combine similar policies, or even get rid of outdated policies or language. (For example, you probably don’t need to refer to pagers in your tech policy).

As you do this, make sure all your fire department policies and procedures are in the same format and layout. Include the same sections in each policy, and use a standard header that includes things such as the date the policy was implemented, the date of the last revision, and the commanding officer who approved the policy.

Policy management software like PowerDMS simplifies this process. A good software lets you store all your policies and procedures in one secure location.

You don’t have to print out updates and make sure everyone’s manual gets updated. Officers simply sign in to the online portal to access the information they need.

Define your approval process

Most policies need to go through several different leaders before they can be finalized. In fire, this is often easier said than done, as commanders may be scattered between stations and across shifts. Moving information and communicating effectively can be cumbersome.

Defining who is responsible for managing each policy – and who needs to sign off on drafts – is key to keeping policy updates on track. This is especially true when working with those in the city government or general counsel outside of the department itself.

PowerDMS’s workflow feature lets you easily gather feedback from collaborators, send documents up the chain of command, and keep the process flowing smoothly.

Train to your policies

When fire department policies and procedures get outdated, training often stops lining up with what’s in the policy manual.

But fire policy and training should go hand-in-hand.

Think of it as muscle memory: If you want firefighters to behave in a certain way, they need practice and repetition. If you’re not training to your policies, it will be harder for firefighters to remember the correct fire procedures at a scene.

Fire policy also helps ground training in the “why,” showing firefighters the reasons behind the actions they learn.

Along with policy management, PowerDMS also offers training management software. Housing training and policies in the same place lets you cross-reference and link policy and training content.

Review policies and procedures annually

Fire department policies and procedures should be living, changing documents. It’s important to regularly look them over to make sure they line up with current regulations, technology, and best practices.

Most experts advise reviewing policies at least once a year.

Distribute and track policies

Even the best policies have little value if employees never read them.

Keeping policies and procedures in front of firefighters increases their importance. This includes regularly talking about policies, including them in training, and making sure employees read policy updates.

Policy management software makes it easy to distribute policies with just the click of a button. You can track employee engagement, collect electronic signatures, and even issue quizzes to test employee comprehension.

Creating and managing fire department policies and procedures doesn’t have to be as daunting as it may sound.

Start with where you are. You don’t need to overhaul everything to make progress.

Gather all your policies in one place and get them into a digital format. Create a policy review team and give them a schedule to review your most out-of-date policies. You may be surprised at some of the dated language still in your manual.

Using a policy management software like PowerDMS can simplify and streamline this process. But however you choose to approach policy management, the most important thing is to get active. Don’t wait until an incident occurs to improve how you manage your fire department policies and procedures.