Mark sections of the existing manual that will need to be rewritten in order to add new information. Look for areas that could be improved upon, as well. Adding new information may require pages to be redesigned.
Redesign pages with an open, airy layout. Do not cram too much information onto the pages, making them difficult to read. Position graphics so that they are clearly related to the accompanying text. Use graphics to break up solid pages of text, and enhance the general appearance.
Write each policy section to be amended so that it is easy to understand. Consider who the users of your policy manual will be. If policies require duties to be performed, specify who should carry out the tasks, explain the reason for the task and/or the possible consequences of neglecting the task and when the task should be performed. It is also a good idea to include a rundown of what will be needed to perform the task and the estimated time that it will require.
Plan the placement of important safety information and warnings in areas where it will get optimum visibility, so users will be sure to see it. Effective safety information should be prominent and easy to read and understand. At times, a phrase that is brief and to the point may work better than a full sentence. Use the proper signal words and symbols to draw attention to warnings and designate the seriousness of the information.
Danger: Used to indicate a serious and immediate hazard.
Warning: Indicates a potentially serious situation.
Caution: Shows the potential for moderate hazards.
Note: A tip or suggestion to help users perform the task successfully.
Revise, edit and proofread the finished product to ensure that all sections are "honest, clear, accurate, comprehensive, accessible, concise, professional in appearance and correct," as Mike Markel says. This may be a tedious and boring task, but it is a necessary one to ensure that the policy manual reads smoothly and is easy to understand. As you re-read the policy manual, be sure that all policies are clear and practical in the context they are written.
Print out enough copies of the revised policy manual to be distributed to every employee to which it pertains.