Writing Policies and Procedures

 

 

A policy can be part of your employee/company handbook or it can be set up as a separate document. However, for your discipline and grievance policies, you must either set them out in a written statement or refer in a written statement to a place where the employee can read them, for example, the company intranet. Writing policies and procedures is something that should be preferably done if possible before you have any employees or as soon as possible once you have set up the business.

These work policies should be presented particularly during the hiring and induction process. Also make sure that employees can easily access the  policies and procedures, eg by having them pinned up on a noticeboard or put on the company intranet.

 

 

Writing and communicating staff policies


The following are the main steps in writing policies and procedures:

1. Preparing policies - collecting relevant information, opinions and expectations. Staff policies are more likely to be accepted if the staff themselves are involved in creating them. Involve unions were necessary,  especially if you have work agreements that specify they need to be consulted, or existing elected employee representatives. Another option is to set up a joint working group from employees in your business.


2. Developing policies that suit the specific needs of your business.


3. Implementing policies and staff notification - inform staff and provide training.


4. Review existing policies and the effect they have on your business - this is to make sure they are being used and is the policies are not damaging the business.

See to it that work policies are not unlawfully discriminatory in relation to pay or dress/appearance etc.


Policies should be made available in at least two of the following locations to ensure that they are easily seen and remembered:

  • Noticeboards
  • Company intranet
  • Staff handbook
  • Collective agreement with a union

 

Also, they can be:

  • emailed to staff
  • sent as a letter to staff so they have a written copy they can always refer to.
  • communicated in work presentations


There are instances that the introduction of a new policy or alteration of an existing one becomes necessary. When writing policies and procedures or making a change to an existing work place policy make sure it does not go against any part of an existing policy that is contractual. If it does you will need your employees to agree to the proposed changes, unless their contracts allow you to make such variations without their agreement, typically terms in relation to working hours, place of work and duties etc. If you fail to get employees agreement, you can get yourself in trouble and be sued for breach of contract or they might resign and claim damages.

 

Should you need to introduce or alter a policy, you need to do the following:

1. Work out the purpose of the policy.
2. Consult with managers, workers and their representatives.
3. Assign someone who is given overall responsibility for the implementation of the policy.
4. Effectivelly communicate the policy to all workers.
5. Give workers enough notice about the new policy.
6. Work out the potential cost of the policy.
7. Work out if the policy changes anyone's employment contract.
8. Monitor, maintain, implement and review the policy.

 

 

Begin writing policies and procedures as soon as possible. This way your employees understand what is expected of them and it allows them to get on with working for your company.