They will also state who is eligible to use the different tools and equipment available to the company as well as the different facilities. Equivalent repercussions: After knowing what behavior is acceptable and not acceptable within the boundaries of the company, set up the corresponding sanctions for each. There should be no exceptions in this part of the document. This is applicable to everyone who is working in the company. Provide the date: Lastly, provide the date that the document was formulated, updated as well as when it was implemented.
There are a lot of reasons as to why it is a must to have and create this document. There are a great number of benefits, namely: It sets clear expectations: It keeps your employees in the loop. With this document as a basis, the employee will know and understand what is needed in order for the company to grow and satisfy the customers.
This will also be a good source of reference for them to know how to act and behave within the boundaries of the company. This will show that the business operations are efficient and professional.
It can enhance the productivity of the company: With a solid policy and procedure document, employees will understand the what and how to achieve the goal of the company. This will set the minimum value for the required quota in a day. It will also set a clear standard of the quality of the desired output or product. It can lay down the groundwork so there is stability and continuity in the daily activities and transactions.
In addition, it also states the different functions and responsibilities in a clear and concise manner. It can improve internal communication: Having a detailed policy and procedure will be an effective tool to communicate valuable information with no difficulty.
From the management department down to the normal employees, it passes down the instructions well and understandable. With that being said, your company can avoid a lack of consistency. It guarantees uniformity in making decisions and performing daily work.
It is also helpful during the training of newly hired employees: It states what the expectations are and the required outputs for each department. It describes the scope of work of the department. It can also answer the question to whom they will answer to and who they can approach if problems may arise. Overall, it makes the hiring and training process easier and faster. It can protect your company from the law: With the help of the policy and procedure, it will be easier to check if there are any legal problems.
This will be a great tool in making sure that you are providing a safe workplace for the employee. It is also a tool for proving your accountability and professionalism. In general, it guarantees that you are in compliance with the law. It can help during difficult times: When there are problems and complications that unexpectedly occur, this can help by ensuring that the organization is prepared to handle any concerns in a quick and professional manner.
It also carries on the direction of the company even if there are changes. It is a great tool to strengthen and support the goal statement of the company. It can be measured: Make sure that it can easily be evaluated for faster updating. It is efficient: Each policy and procedure should be efficient. Refrain from lengthy explanations and get straight to the point. However, all the important pieces of information should be included.
Make sure to be brief but at the same time clear. It is shared: It is important that everyone in the company is knowledgeable about the document. They should have access to this for performance and behavior check. It is new: As the company grows and expands there will be certain changes. Make sure that it is up to date.
It is proven effective: In order for it to be successful, it should be tested first. It should live up to expectations and obtain maximum results. The templates are available above for download.
However, in order to have an effective and detailed document, you should know the steps. Step 1: Involvement of the Management It will be more efficient if the management has your back. With that you will have all the time and resources you will need to complete the document. It is crucial that they have knowledge about this because this mostly involves administrative authority and has legal repercussions.
It will also be effective if the employees know that it was reviewed and signed by the people with authority. Step 2: Evaluation First and foremost, in creating an effective document, you should know and understand the mission statement, vision statement and moral values of the company.
Step 3: Involvement of the Employees We often hear the term that there always 2 sides to a story. This can also be applied in the workplace. It is important to involve the employee and get their point of view about the matter at hand. This will also create a better understanding of the finished output. Step 4: What Are the Terms? In defining the terms and obligations, be clear and get straight to the point.
State all the rules and guidelines. Also, list out all the negative and unacceptable behaviors when inside the workplace. In addition to this state also to whom these policies are applicable. Describe also all the equivalent repercussions for each violation. Lastly, add the procedures in order to complement the various policies. It is highly advisable to provide an example for it to be easily understood.
Step 5: Publish the Document Everyone in the company should have access to your policy and procedure. This is to make sure that employees can avoid committing violations no matter how small or big they are.
It is important to take note that this should be easily comprehensible for everybody. Refrain from using abstract and difficult terms. This way everyone will easily understand and gladly comply with the rules that are set out. Step 6: Revisions There will come a time that there will be drastic changes to the company. In times like this, it is important to go back and review the document. It will be a good decision to update the document in order to keep up with the changes.
Make sure that everything that is happening is still in line with your policy and procedure. The human resources department is high on the list for required implementation. Recruitment, hiring and firing, personnel performance review, time and attendance, and vacation are but a few of the important areas that must be covered.
Included will surely be sexual harassment concerns, consultants and fringe benefits. Payroll, accounting and financial departments require policies and procedures. Inventory, supply and purchasing; computers, intranet and Internet; customer service, product safety and recall; security, disaster recovery; and sales and marketing are surely additional areas needing policies and procedures.
Numerous commercial and not-for-profit companies on the Internet offer you templates that have appropriate language in many areas. Rather than reinventing the wheel, using something already written as a basis for your policies and procedures makes sense.
This saves you time, increases the likelihood that important areas will be included and helps to ensure that legal requirements are met. If you can obtain the policies and procedures of organizations or companies engaged in the same enterprise as yours, this would be helpful.
No one source should be considered totally relevant or reliable. The more examples you can find, the better your policies and procedures are likely to be. Roy Sylvan has a Ph. He directed a large city department of aging, was COO of a consulting company and provided management training to companies and nonprofits. Writing for more than 40 years, Sylvan has authored articles in trade journals, magazines and blogs, and wrote a how-to book on starting a business.
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