Human Resource policies and procedures are to ensure a safe, organized, convivial, empowering, nondiscriminatory work place. Again policy is not for every exception to accepted and expected behavior. Policy development is for the many employees not for the few exceptions.
Policies are not created for every contingency, thus allowing very little management latitude in addressing individual employee needs. Conversely, you want to have needed policies, so that employees never feel as if they reside in a free-for-all environment of favoritism and unfair treatment.
Guidelines to write a policy
A policy is necessary:
if the actions of employees indicate confusion about the most appropriate way to behave (dress codes, email and Internet policies, cell phone use),
if guidance is needed about the most suitable way to handle various situations (standards of conduct, travel expenditures, purchase of company merchandise),
when needed to protect the company legally (consistent investigation of charges of harassment, non-discriminatory hiring and promotion),
to keep the company in compliance with governmental policies and laws (FMLA, ADA, EEOC, minimum wage),
to establish consistent work standards, rules, and regulations (progressive discipline, safety rules, break rules, smoking rules), and
to provide consistent and fair treatment for employees (benefits eligibility, paid time off, tuition assistance, bereavement time, jury duty).
There may be other reasons, additionally, for why policies are being developed. Remember, though, that one employee's poor behavior should not require a policy that will affect all other employees.
Articulate the Goal of the Policy
Determine the goal of the policy. So when required, you will want to tell employees why the policy is being implemented. You need enough details in the policy to make the company’s position clear.
Consequently, goal of a policy should be short and simple. It is recognized that it is not possible with policies about areas such as the company's approach to the Family Medical and Leave Act, discrimination or complaint investigation, or the progressive discipline system. So, use common sense as you determine the outcome you want from your policy.
Collect Information
This Human Resource website provides sample policies as do many other websites, but before writing any policy relevant information about the organisation is required.
Understanding the Phisychology of the organisation is important.
1.what is the business?
2.what is the environment under which the organisation operate?
3.What employee wants?
4.what management wants?
Develop conversation with Employees & Management
Develop and Write the Policy
With goals and samples in hand, write the policy using simple words and concepts. Speak directly to the people who will be reading, enforcing, and living by the policy. Try to ensure the policy is covering the basics and the normal exceptions and questions. Do not obsess over this, however; as stated, no policy ever covers every possible contingency.
Review the Policy
Select several employees, or even a small pilot group, to read the policy and ask any questions they might have about the policy. Pilot group should be good mixture of different age group, sex, department & pay scale.This review provides feedback that employees will be able to understand and follow the policy. Rewrite the policy based on the feedback.
Management Support for the Policy
Review the policy with the managers who will have to lead and put into effect the policy. Management support and ownership is crucial for the implementation of the policy.
Obtain Legal Review of the Policy
If the policy has legal implications, is litigious by its nature, has personal implications for employees (such as security procedures), you will want to have your attorney review the policy before you distribute the policy further. Make sure you communicate to your attorney that you do not want the policy rewritten in "legalese." You want the policy reviewed for legal implications and appropriate wording.
Implement the Policy
Allow employees a chance to ask questions.
The policy should always consist of the policy on a piece of paper with the employees / management sign off on a second sheet. Employees / management can sign off that they have received and understand the policy, yet retain a copy for their own files.
This is a sample signoff statement to use:
I acknowledge receipt of and understanding of the (Your Company) Policy. The policy is effective (Date) until further notice.
Some part of the policy should be employees ready reckoned. AS well as some part of the policy should be New Employee’s Orientation & induction process. Even companies may choose to place policies in their Intranet or in a policy folder on the computer network's common drive.
Interpret and Integrate the Policy
Policy application and work practices determines the real meaning of the policy. Whenever actual practices differing from the written policy, it is time to review and rewrite the policy and the cycle starts again.
Policy needs to be revamped every year, as it is required to cope pace with need of organizational change & growth.
