Effective policies and procedures are living documents that must be added to and adapted so that they remain up-to-date to meet an organisation’s current and future needs. Outdated policies can leave an organisation and their employees at risk. Old policies may fail to comply with new laws and regulations or they may not address new systems or technology. This is why it is important to establish a policy and procedure management plan that ensures regular policy reviews and modifications.
“…policies and procedures are living documents that must be added to and adapted so that they remain up-to-date…”
“It is important to make sure your policies and procedures align with current operations, systems and structures…”
It is important to make sure your policies and procedures align with current operations, systems and structures. If your policies and procedures refer back to outdated structures or obsolete technology, employees are more likely to ignore them because they think they don’t matter. In light of the increasing rate of change in the world of work, it can be a challenge for management to keep up with the rate of change in workplace trends and employee regulations. It takes investing time and money, and requires conscious, consistent effort to keep an entire organisation’s policies current and procedures working the way they should.
What is the difference between policies and procedures?
Together, policies and procedures provide a roadmap for day-to-day operations. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes.
- A policy: indicates what needs to be done. It is a guiding principle that gives the direction or basis for decision-making for an entire organisation, departments within the organisation, and every individual employee.
- A procedure: gives a clear, step-by-step outline of how to go about what needs to be done. A good procedure document also provides reasons for doing things a certain way.
Employees may be more likely to adhere to policies when they understand their purpose
You can’t expect employees to follow guidelines if they are not aware of them. Once you implement new or updated policies and procedures, it is important to inform and train employees as well as scheduling regular refresher training sessions to keep policies top of mind. A workplace policy should:
- set out the aim of the policy
- explain why the policy was developed
- list who the policy applies to
- set out what is acceptable or unacceptable behaviour
- set out the consequences of not complying with the policy
- provide a date when the policy was developed or updated
Fundamental policies and procedures every workplace needs
Organisations need policies and procedures to regulate a wide range of employee actions. Here are [number] matters for which policies and procedures should be created and maintained:
Attendance: Absenteeism costs wages for replacement workers, and the cost of delays and disruptions to the whole organisation. Policies and procedures that govern attendance can include guidelines on punctuality, vacation time, sick leave and even taking personal appointments during working hours. You can also stipulate the amount of notice required when booking time off.
“Organisations need policies and procedures to regulate a wide range of employee actions.”
Employee Conduct: Employee policies and procedures are descriptions of how all employees, regardless of job description or title, are expected to conduct themselves. This is a broad topic and will require several separate policies, including guidelines on drugs and alcohol use in the workplace and documenting procedures for disciplinary action. Employee conduct policy should cover any conduct outside of the workplace that could affect an organisation’s reputation – especially while an employee is in company uniform.
Use of Company Property
Usually, when employers make property available to employees, it is for work-related purposes and attending to duties within the workplace – be this in office or working from home. Depending on your industry, company property could include electronics, medical equipment, vehicles, tools and uniforms. There are a number of ways employees can misuse company property: Renting out company equipment to a third party, using a company vehicle for recreational purposes or hosting a personal website on company servers are just a few examples of the way employees can use company property for personal gain.
Harassment and Discrimination
Harassment and discrimination can negatively affect an entire workplace culture. Keep employees safe and treat them equitably by developing policies and procedures that prohibit behaviours such as:
- sexual harassment
- bullying
- verbal and physical harassment
- Internet and physical stalking
- hiring discrimination
- workplace discrimination
Include information on how to report harassment and discrimination and explain that the company will not retaliate for reporting.
Internet and Social Media Use
In addition to creating organisational policy regarding Internet and social media use in the workplace, it can be a deterrent to make employees aware that any Internet use at work is not private. “In the South African context, employment contracts usually contain clauses dealing with the monitoring and interception of communication on work devices and emails…These clauses usually provide that, as work devices and telecommunication systems are provided to promote the business’ objectives, they must be used for ‘bona fide business purposes only and that the employer reserves the right to intercept and/or monitor any direct or indirect communication on their work devices and/or utilising the employer’s telecommunication systems.”
“Protecting employees’ health, safety and well-being should be every organisation’s top priority. When writing your health and safety policies, include information about how to deal with illness or injury at work…”
Health and Safety
Protecting employees’ health, safety and well-being should be every organisation’s top priority. When writing your health and safety policies, include information about how to deal with illness or injury at work, equipment safety guidelines and how to report a health or safety concern. They also include procedures to follow in the event of a crisis such as fire or natural disaster. In addition, workplace health and safety procedures are the documented processes that guide working practices in your business – these include specific procedures that set out step-by-step instructions for carrying out a job or task.
Remote Work
With a desire for more flexibility in location and hours, and also in answer to COVID-19 lockdowns and the need to quarantine, many organisations and employees are choosing to work remotely at least some of the time. Organisations who allow employees to work from home require two main policies to ensure the remote workplace set-up is safe and runs smoothly:
- A general remote work policy that describes who can work remotely and how often. This includes:
- What hours do remote workers need to be available?
- What communication standards must they meet?
- Will the organisation provide necessary work equipment or expect employees to use their own?
- Health and safety procedures for remote workers. This could be reflected in a remote work policy or within your regular health and safety policy document. These policies and procedures should address how the organisation will handle potential ergonomic issues, environmentally-caused injuries and illnesses, mental health, and fire and weather emergencies.
Sources:
- https://www.powerdms.com/policy-learning-center/why-it-is-important-to-review-policies-and-procedures
- https://www.sweetprocess.com/policy-management/
- https://www.i-sight.com/resources/policies-and-procedures-in-the-workplace-the-ultimate-guide/
- https://ceosa.org.za/unauthorised-use-of-company-property-and-the-employers-recourse/#:~:text=In%20general%2C%20when%20employers%20make,company%20property%20for%20other%20purposes.
- https://healthandsafetyhandbook.com.au/bulletin/7-advantages-of-having-effective-workplace-health-and-safety-policies-and-procedures/
- Photo by Pixabay from Pexels