Company policy help maintain order within the organization and ensure that people are treated fairly and equally. Also, policies help employees understand what is expected of them. Although most company policies are not all-encompassing; they provide direction regarding what is appropriate as well as inappropriate or unacceptable behavior.
Businesses are often confronted with employee relations issues in the workplace and faced with deciding the best approach in handling these issues. Therefore, new company policy is created to establish expectations and to provide guidance on how to consistently handle workplace situations.
The 5 steps needed to develop and implement a new company policy are outlined below,
Identify the Need for a Company Policy
Businesses do not need to create policies for every unforeseen event as this will limit management’s ability to address individual employee needs or unique situations. Company Policies should provide good guidelines and expectations to ensure fair and consistent practices and legal compliance.
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Business may want to develop a policy:
- If employees’ behavior indicates confusion about the appropriate conduct or how to handle certain situations. (e.g., attendance policy, cellphone use policy, travel expense policy, code of conduct).
- If legal protection of the organization is necessary (e.g., investigations policy).
- or, If there is a need for government laws and regulations compliance (e.g., the Family and Medical Leave Act).
- If there is a need to create consistent standards and rules (e.g., progressive discipline).
- If there is a need to create consistency and fair treatment of employees (e.g., paid time off, benefits eligibility).
Determine Policy Content
Company policy content are written guidelines that explain generally what the business requirements are and how incidents should be treated. As organizations create new policies, they should be careful to avoid language that conveys rigid rules that must be followed exactly as written in all circumstances. Flexibility should be built into the wording, and promises that could be interpreted as a contract should be eliminated.
Obtain Stakeholder Support
All too often those who are expected to carry out the policies and ensure adherence to the policies are not consulted prior to the implementation of the policy. Once the policy has been drafted, it will be important to communicate (e.g., meetings, e-mails, teleconferences) with managers and supervisors who will be expected to apply the policy.
This communication should include why the new policy (or revision) is needed; address the impact the policy will have on the stakeholder’s area(s) and address any potential thoughts or concerns the stakeholders may have. Considerations from these meetings will lead to any necessary revisions before legal counsel conducts its final policy review.
Communicate with Employees
Organizations should give employees background information (when possible) as to why the policy is being implemented. Employees should be given enough details to make the organization’s position clear while keeping the communications process short and simple. Employers can determine the best approach to introduce the company policy to employees based on the nature, sensitivity and ease in which the policy will be understood.
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The best means of distributing the policy (e.g., e-mail, memo, or individual/small group/all-employee company meetings) must also be determined. If using e-mail or company memo, these communications should be distinguishable from other routine communications that employees may easily overlook. For example, organizations can specify the topic in the subject heading, change the importance of an e-mail, change the background and font of a memo or e-mail, change the delivery method of memos, or add read receipts for e-mails.
Employers should incorporate a communication method that will give employees an opportunity to ask questions about the policy. The policy should consist of an acknowledgment statement indicating the employee’s receipt and understanding of the new policy along with the effective date of the policy. The policy should contain space for the employee’s signature and date. It should also be added to the organization’s employee handbook or intranet and included in new-hire orientation programs as appropriate. Employers should notify employees where they can access the policy later (i.e., links to intranet site, attachment of policy to print and add to their employee handbook).
Update and Revise the Company Policy
Clear, well-written company policy that are regularly reviewed can be effective employee relations tools and communications devices. They illustrate the company’s commitment to a positive work environment. Although written policies in general are not legally required, they can be used to demonstrate nondiscriminatory employment practices and serve as the basis for an effective defense in employee lawsuits.
Company policy and procedures are basically set in place to establish the rules of conduct within an organization. Outlining the responsibilities of both employees and employers. Company policy and procedures aim to protect the rights of workers as well as the business interests of employers.
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