In the aged care sector, policy writing can feel like climbing a steep hill in a rainstorm—with a folder full of paperwork under your arm. But it does not have to be this hard. If you have access to quality aged care policy templates, you already have a solid foundation. The real challenge? Making those templates fit your facility like a glove.

This is where template customisation comes in.

No two aged care facilities in Australia are the same. Whether you manage a small residential home in rural Victoria or a larger centre in the heart of Melbourne, you need facility-specific policies that reflect your operations, risks, workforce and residents.

So, how do you turn a standard policy template into something that truly works for your facility? Pull up a chair, grab your highlighters, and let us walk you through it.

Why Customising Templates Matters

Imagine wearing shoes that are two sizes too big. Sure, they are technically shoes, but they are not doing you any favours. Policy templates are the same. A generic one-size-fits-all approach can leave gaps in compliance, confuse your staff, and fail to reflect what actually happens day to day.

By personalising policies, you reduce risk, improve clarity and make compliance easier. You give your staff the confidence to act, knowing they are following procedures that actually make sense.

Start With the Right Templates

You cannot build a house on a shaky foundation. The first step is to start with well-structured aged care policy templates. These should include:

• Clear headings and subheadings
  
• Logical flow and layout
  
• Definitions and scope
  
• Roles and responsibilities
  
• Step-by-step procedures
  
• Reference to Australian aged care legislation and standards
  

If you need a place to begin, Governa AI’s policy templates are designed specifically for aged care providers in Australia. They give you the structure and language you need without being overly rigid.

Check the Template Against Your Facility’s Realities

This is where the rubber meets the road.

Take the draft template and read it with your team. Ask yourselves:

• Does this reflect how we currently operate?
  
• Are these procedures doable with our current staff numbers?
  
• Is the language clear and appropriate for our workforce?
  
• Do we need to add or remove any steps?
  

You might find, for instance, that the template refers to a role you do not have, or includes equipment you do not use. Do not hesitate to cross things out, rewrite sections or add clarifying notes. Policies should be realistic, practical and tailored to your environment.

Match the Policy to Your Facility Size and Type

Running a 15-bed aged care home in a small town is very different from managing a 120-bed facility with dedicated clinical teams. Your policy wording should reflect these differences. For example:

• In a small facility, roles may be shared. The policy should account for dual responsibilities.
  
• Larger centres may need separate policies for different departments or shifts.
  
• Urban homes might have different risks compared to regional ones (think public transport, visitor traffic, or cultural diversity).
  

By adjusting templates to your facility size, staff makeup and resident needs, you avoid confusion and increase staff accountability.

Use Plain Language That Reflects Your Workforce

A policy is no good if nobody understands it.

Skip the legal jargon and corporate buzzwords. Use simple, direct language that aged care workers—whether they have been in the role for two weeks or twenty years—can understand and follow.

For example, instead of writing:
“All staff must comply with infection control protocols outlined herein,”
Say:
“Staff must follow the steps listed in this policy to prevent infection.”

The clearer your language, the less likely it is that someone will make a mistake.

Insert Your Organisation’s Details

This part may seem obvious, but it often gets skipped.

Replace placeholder terms like “[Facility Name]” or “[Manager]” with the actual names and roles used at your site. Include:

• Your organisation’s name
  
• Names of key roles or departments
  
• Specific addresses or contact points
  
• Communication channels used in your setting (e.g. verbal handover, online tools)
  

These small tweaks make a big difference. When staff see familiar names and processes, they are more likely to read and follow the policy.

Tailor the Policy to Meet Regulatory Requirements

Aged care in Australia is governed by strict laws and standards. Your policies need to reflect the Aged Care Quality Standards, Work Health and Safety laws, and any local regulations.

Make sure the template:

• Cites relevant laws
  
• Includes Australian context (e.g. language, terminology, formats)
  
• Is aligned with current standards from the Aged Care Quality and Safety Commission
  

This part can feel a bit dry, but Governa AI’s templates are already built with Australian compliance in mind, giving you a solid starting point.

Get Input from the People Who Use It

Before you finalise a policy, run it past your team. That includes:

• Care workers
  
• Nurses
  
• Administrators
  
• Managers
  
• Health and safety representatives
  

Ask them:

• Does this policy make sense?
  
• Are the steps doable with our resources?
  
• Is anything missing or unclear?
  

You would be surprised how many problems are spotted early just by asking the right people to take a second look.

Do a Trial Run

Once you have customised your policy, test it in practice.

Choose a quiet week and ask a few staff members to follow the steps in a simulated or real situation (without compromising care). Check for hiccups, delays, or misinterpretations.

If something trips people up, rewrite that section. Policies should guide action, not leave staff guessing.

Train Staff and Keep Copies Handy

Even the best policy is useless if it sits forgotten in a drawer.

Once your policy is finalised:

• Add it to your facility’s policy register
  
• Distribute copies to staff—physically or digitally
  
• Schedule a training session or brief staff during shift handovers
  
• Include the policy in onboarding for new staff
  
• Encourage ongoing feedback for improvements
  
  

Clear, well-communicated policies are part of a strong safety culture. You are not just ticking boxes—you are helping your team do their jobs with confidence and care.

Keep Your Policies Updated

Do not let your policies gather dust.

Every year (or sooner if there is a change in legislation, incidents, or organisational changes), review and update your customised policies. Keep a version history. Track changes. And remember: what worked last year may not suit your current team or residents.

With Governa AI, keeping your aged care policy templates updated is simpler, thanks to structured formats and clear layout cues.

What to Watch Out For

Template customisation is not about rewriting every sentence. It is about making practical, meaningful changes so that the document speaks your language and reflects your day-to-day work.

Watch for these red flags:

• Leaving placeholders in the final version
  
• Copying and pasting procedures you do not use
  
• Using outdated terminology
  
• Skipping consultation with staff
  
• Failing to reference local regulations
  

A little extra time spent reviewing and personalising can save you a mountain of confusion down the line.

Let Governa AI Help You Get It Right

You do not have to start from scratch. Governa AI provides a wide range of aged care policy templates designed specifically for Australian providers. From infection control to resident safety, these templates give you a clear, logical framework that is easy to customise.

You can pick a template, modify it to suit your facility, and roll it out to your team—all without needing to be a policy expert.

Final Thoughts

Think of template customisation like tailoring a suit. The original cut is fine, but it is the adjustments that make it fit perfectly. And in aged care, a good fit is not just about appearances—it is about safety, clarity, and doing the right thing by your residents.

Start with the right tools, make thoughtful changes, involve your team, and keep everything current. That is how you build strong, reliable, and readable facility-specific policies that your team can trust and use every day.

Ready to Personalise Your Policies?

Visit Governa AI’s policy templates and find the right starting point for your aged care facility. The path to better policies starts here.