Which words are the most correct ones to get the job done? Which words are clear to all of your readers, versus words that only a select few will understand? Do you want to aggravate your bosses or annoy them (the answer is below)? Which words do you think your legal department might want to review before you commit them to paper? Believe it or not, you really do have to put a bit of thinking into your writing when creating your policies, standards, and procedures.
Clarity vs. jargon
Is your writing clear and easy to understand? Are you avoiding local jargon and terms that aren't universal? It doesn't matter if you think that your audience knows those terms. Because sure enough, you'll add a term that "everyone" knows and then they'll hire someone who doesn't know the term (or worse, thinks it means something else) who will then proceed to become quickly confused.
The best bet for idea clarity is to only have one point per paragraph. Look at all of the sentences in each of your paragraphs. Do they all support the same point? If they do, leave them in. If they don't, then start another paragraph or drop the sentences because they aren't necessary.
The best bet for reading clarity is to have sentences that don't exceed 20 or so words, because very long sentences like this one tend to confuse people and their mind starts to wander and then the thought that you were trying to impress upon them with what you are writing is totally lost. Yes, I did that on purpose. Over 50 words. Keep it short - no more than 20 or so. That makes it easier to read.
The last point in clarity is to avoid the brain-extender approach to policies. A brain extender is the written analogy of having to drive a Porsche to compensate for certain shortcomings. This shortcoming in this instance is a lack of clarity. Here's a real-world version of a brain-extender policy:
It is the organizational policy that subsequent movement into production of new system and subsystem acquisitions that all applications and hardware synergistic to the platform will leverage the organizationally-blessed security configuration STIG.
This idiot thought he looked smart when he wrote it. When I asked him what a STIG was, he couldn't respond. I looked it up. What he really meant was that:
Before placing any new systems into production, the security configuration will be applied according to the matching Security Technical Implementation Guide, found on the intranet server in the guides and manuals section.
Clarity and pomposity do not go hand-in-hand. Acronyms are jargon. Don't use them in policies and procedures, even if you include them in your glossary or definitions. You can volunteer against illiteracy by ensuring that there are no buzzwords, jargon, and acronyms in your writing.
Using good words well makes your legal team happy
If you are wondering, you want to annoy your bosses because that words means to pester or irritate. Of course once you are already annoying them, you might want to make it worse by aggravating the situation. In other words, you can annoy your readers by creating hard to understand policies and then aggravate the problem by choosing the wrong words. Here are a few other word sets we've found misused that you'll want to think through and have someone review for word choices (also check out the difference between good and well):
All ready, already: already denotes something that happened in the past; while all ready denotes that all of something is ready. "When you pick up the backup tapes the form must already be filled out before the tapes are all ready to go off site."
All together, altogether: altogether denotes something is whole or complete, while all together means something will happen simultaneously. "Once the tape boxes have been brought altogether, they should be taken off site all together."
Alter, altar: because a person worships at an altar and that isn't something most IT people write about, you should know that when you alter something you are changing it. "Don't alter the forms once I've signed them."
Besides, beside: the difference between something being on the side of and something in addition is found within the added "s" in the two words. "Besides the tape container please take the spare cables which are beside the backup server."
Can, may: if you are trained to do something then you can do it. However, you may do it only if you have permission. You are also going to want to check out the difference between will and may. "You may perform this procedure if you can do it correctly."
Dual, duel: because you don't want to cause a fight, ensure that you are talking about two of something by using dual. "If you don't want to duel with the pickup driver, make sure that you have dual copies of the off site forms ready."
Ensure, insure: if you want to make certain of something then you are going to ensure it. If you worry about your business in a disaster, you might want to insure it against loss. "To ensure the DRP plan is complete be certain to insure against business downtime."
Everyday, every day: if you want to talk about something being routine then you will use everyday, because every day means every single day including weekends. "Your procedure review process should become an everyday item in your mind so that you practice it every day at work."
Fewer, less: you'll want to match less with single words and fewer with plural words. "The tape boxes hold fewer tapes. Therefore each will weigh less."
Good, well: when talking about high quality or a measure of correctness you must use well, because good is an adjective and not an adverb. "If the policies are written well, the auditors report will be good."
In, into: when you are going from the outside into the inside the correct word is into, because in means something is within something else. "Go in to the tape boxes, pull the tapes out, and put the tapes into the tape library."
Loose, lose: not being able to find something has nothing to do with it not being tight which is what loose means. "You will lose your job writing policies if your grammar continues to be loose."
Real, really, very: if you are talking about something in reality or that exists then really is your word. If you want to denote that something is true or actual you should pick real as your word. However, most of the time you probably mean very because it is an expression of precision. "I'm very glad you finished the documentation because now our plan is real, and we are really ready."
Set, sit: people and animals can sit but objects such as backup tapes cannot, so when you want to talk about placing something, putting something, or determining something you'll want to use set. "Set the alarm code on the door and set the keys back on the key-ring before you sit down at the security desk."
Than, then: if you are comparing something the correct word is than, because then means next or at that time. "While tape is less expensive than disk, we will use tape. When the price falls, then we will switch to disk."
Try and, try to: none of us try and do anything, however we all try to do most things. In other words, just don't combine try and in your meaning at all. "Please try to find all backup tapes going off site. If you do not have a total of twelve the night shift operator will help you try and you should keep looking."
Who, which, that: both who and that are used when writing about people. "The security administrator, who wrote the procedures that we must follow, defines the anti-virus software which we must use."
Will, shall, should, and may: to will is to intend to do something as much as you can within your power so that something shall come about as a future condition. Think of the difference between the two as you will intend to do something that shall mandatorially result in an outcome. Both will and shall imply mandatory statements. Should implies something that is being advised, while may implies the right to a person's discretion. "You will press the button that shall eject the tape from the library. You should then immediately put the tape into the tape container to protect it. For added safety, you may want to lock the container."