13 June 2024 | Human Resources
When implementing HR Policies and Procedures, don’t over complicate things. Done correctly it doesn’t have to be difficult so long as you understand the process. Keep reading for some handy tips.
A policy is a statement that sets out the way that you intend to deal with a certain situation or area. It’s a set of guidelines that regulate actions and behaviours for everyone within the organisation. It usually aligns with the organisations goals and values and is a framework for intended actions.
It will very often be instigated by HR professionals or Senior members of staff, and needs to be communicated to all through handbooks, intranets or official documents.
In summary a policy is ‘What you intend to do.’
A procedure is a set of detailed steps or actions to be followed to achieve a specific task or goal. It outlines the specific actions, responsibilities, and sequences required to carry out a particular activity. For example, how you would deal with a grievance, the expectations of the employee and the expectations of the employer.
It provides detailed instructions on how to perform tasks consistently and efficiently. Procedures ensure that the organisations goals and values are implemented effectively and consistently day to day.
In summary a procedure is ‘How you intend to do it.’
Policies set the tone and direction, while procedures provide the roadmap for implementing.
Implementing policies and procedures into your organisation involves several key steps. You must ensure it is communicated, understood, and followed by all employees. Here’s how you may want to structure and implement a new policy.
Are you confident in your ability when it comes to implementing policies and procedures yourself? If not, you need to ensure this is carried out professionally.
It must be clear and not be to long winded. You need to explain why the policy is needed and what issues it aims to address. Consider and include the purpose of the policy, what is the scope, definitions, procedures, responsibilities and any legislation you need to be compliant with.
Before implementing policies and procedures it’s important to get input from relevant stakeholders, including managers, HR, legal advisors, and employees who will be affected by the policy. Include feedback if relevant and make necessary revisions to the policy.
Consider the best way to communicate the new policy to employees.
Consider what training you will need to give to help people understand and work with the policy.
Inform everyone of the new policy implementation by either company intranet, HR Software, by email or by an all-staff meeting. You will need to provide them with a copy of the new policy and give them a date that it will be effective from.
Ensure that not only your employees understand the new policy, but your managers also understand how to implement it. By providing training your managers will have a deeper understanding of the new policy and will implement it in the same way ensuring consistency throughout the organisation.
Once you have implemented your new policies and procedures and they are live, you must ensure that you review them regularly in order to stay up to date with any changes in legislation or changes within the organisation. This will make sure your policy remains relevant and is most effective.
For help tailoring your new policies, don’t delay, contact us at Dazzle today