The general rule of promotability is often to demonstrate that the work being left behind can be adequately and properly performed by the person moving into the vacated position. Written procedures, often developed or refined by the incumbent, have assured that this transition can be accommodated effectively and efficiently. Such written policies can span the time between two people doing essentially the same job, and can also span the distance between people doing the same job in different offices, cities, or even countries. When followed, such procedures are invaluable to assuring the consistency and accuracy of the work that was done in earlier times, or is being done in locations that cannot be monitored constantly. Written policies and procedures in these instances are a method of maintaining constant communication with the knowledgeable person who developed or last enhanced the work plan, similar to the way an instructor or mentor might be onsite to help guide and advise the new position holder.
Nothing follows all specified rules and meets all expectations without exception forever.
In this imperfect environment, organizations need a way to describe their expectations and to record any variances or special conditions that arise. Written standard policies and the special ways of handling unique situations can form a directory of operating procedures used in irregular or unique circumstances. These procedures can be used as a guide for helping others know the way rare conditions should be processed. They also can describe special situations observed or methods used, and can even describe the thought process and actual implementation plans that were devised when observations were made or the special needs arose. During review or as a learning tool, these comments and observations form a basis for describing new procedures or explaining the use of special conditions to other members of the organization or to process reviewers, auditors, or regulators, who were not present when the condition occurred.