How to build security policies that work for people—not just compliance

Strong security policies are the foundation of any successful security program. Before jumping into tools like Vanta to manage and automate your policies, it’s crucial to get the basics right—starting with how those policies are created, adopted, and aligned with compliance controls.

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Why are security policies important?

Whether you’re starting from scratch or bringing existing policies into your organization, a thoughtful approach ensures your team understands and actually follows them. After all, a policy isn’t helpful if it’s sitting in a folder no one reads. 

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Writing effective and accessible policies ensures that security and compliance aren’t just top of mind when it is time for a security audit but are built into the foundation and culture of your organization. Every person in your organization has a responsibility to keep it secure.

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In this post, we’ll walk through a simple three-step framework to help you build effective, actionable security policies:

• Step 1: Policy creation: Where to begin?
• Step 2: Adoption: Making security policies actionable
• Step 3: Aligning policies with compliance controls

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Step 1: Policy creation: Where to begin?

When drafting security policies, the first decision is to import existing policies or build new ones using templates and guidance from tools like Vanta. Research shows 37% of organizations don’t have any internal security policies. If you’re like these businesses, you’ll need to start from a blank slate.Regardless of the starting point, policies should be written with three key factors in mind:

• Clarity and accessibility: Policies should be written in plain, actionable language that employees can easily understand.
• Compliance alignment: Policies must adhere to relevant security frameworks and compliance controls (SOC 2, ISO 27001, etc.).
• Cultural integration: Policies should reinforce a security-first mindset within the organization. Employees should understand not just what the rules are but why they matter.

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For example, imagine an employee loses their laptop while traveling. If strong security policies are in place, they will know exactly what steps to take, such as immediately reporting the incident to IT rather than hesitating or assuming the problem will resolve itself. A well-documented policy ensures quick action, reducing potential security risks.

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Step 2: Adoption: Making security policies actionable

Once policies are written, the next challenge is adoption. Policies are only effective if employees understand them and can follow them in real-world scenarios. Here’s how to drive adoption:

• Keep processes simple: If the process for reporting security incidents is overly complicated, employees may hesitate to report issues, increasing the organization's risk.
• Communicate the "why": Employees are more likely to follow policies when they understand their reasoning. Training sessions and clear documentation help reinforce these policies.
• Ensure accessibility: Policies should be readily available and easy to reference. Employees shouldn’t need to dig through complex documents to find the information they need in critical moments.

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The goal is to eliminate unnecessary friction while ensuring compliance with security frameworks. If policies are practical and easy to follow, employees are more likely to engage with them and apply them when needed.

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Step 3: Aligning policies with compliance controls

Security policies must be designed to meet compliance requirements. Every policy should map back to specific controls, ensuring they serve internal security objectives and external regulatory obligations. In platforms like Vanta, organizations can align their policies with multiple security frameworks, tailoring them to their specific needs.

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While compliance can seem overwhelming, especially when managing multiple frameworks, the key takeaway is this: your policies should reflect your actual security practices. Don't include a process in a policy if it doesn't yet exist—ensure that policies match real-world implementation.

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Ready to build better policies? 

Effective security policies provide employees with a clear roadmap for responsible behavior, protect sensitive information, and help organizations meet compliance requirements. By focusing on creation, adoption, and alignment, organizations can build a security culture where policies are not just written rules, but actively followed best practices.

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If your organization is working towards security frameworks like SOC 2, ISO 27001, or others, tools like Vanta can streamline policy management and ensure alignment with compliance requirements. No matter where you are in your security journey, the most crucial step is getting started and ensuring security policies are not just documents but a living, enforceable part of your organization’s culture.

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Want to attend a live policy writing workshop session? Register here.

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