See How Case IQ Can Help You Improve Work Policies and Procedures
Request a DemoAccording to a study by Covestro, 71 per cent of executives say employees’ desire for purpose is "prompting HR to rethink certain work policies such as paid time-off for volunteer or community work, flextime and/or telecommuting."Organizations need to develop or improve work policies and procedures that reflect their vision, values and culture as well as the needs of their employees. Once they are in place, enforcing these guidelines is even more important. However, accomplishing these goals can be tougher than it sounds.
What are Workplace Policies and Procedures?
Policies and procedures go hand-in-hand but are not interchangeable.A policy is a set of general guidelines that outline the organization's plan for tackling an issue. Policies communicate the connection between the organization's vision and values and its day-to-day operations.A procedure explains a specific action plan for carrying out a policy. Procedures tells employees how to deal with a situation and when.Using policies and procedures together gives employees a well-rounded view of their workplace. They know the type of culture that the organization is striving for, what behavior is expected of them and how to achieve both of these.RELATED: Employee Handbook Updates
The Importance of Policies and Procedures in the Workplace
Formal policies and procedures are essential for ensuring consistency and clarity in any organization. They establish a clear framework, enabling employees to understand expectations, responsibilities, and the correct protocols to follow. This reduces confusion, improves productivity, and enhances workplace harmony.In this section, we'll break down the key benefits of having documented policies and procedures by focusing on clarity of communication, time savings in HR management, and the positive impact on organizational reputation.
1. Clear Communication of Organizational Values and Expectations
Formalized policies communicate the organization’s values, goals, and standards to all employees. By documenting individual and team responsibilities, the organization minimizes misunderstandings and sets a benchmark for acceptable behavior. This approach leads to better alignment and a shared understanding of what it means to be a part of your organization.
2. Efficiency and Reduced HR Issues
Policies reduce the need for repeated discussions on common issues, minimizing HR’s time spent resolving disputes or clarifying expectations. With clear guidelines, employees can make informed decisions without micromanaging, thus boosting overall efficiency and giving them time to work on more complex tasks.
3. Enhanced Compliance and External Perception
Implementing robust policies helps ensure that the organization adheres to legal requirements and industry regulations. Additionally, they project a professional image, demonstrating that the business is organized, responsible, and reliable, which can strengthen external partnerships and build public trust.
How to Develop Policies and Procedures in the Workplace
When creating a policy or procedure for your workplace, start by reviewing the mission statement, vision and values. According to the New South Wales Government Industrial Relations, "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 behavior
- set out the consequences of not complying with the policy
- provide a date when the policy was developed or updated"
Once you implement your policies and procedures, the next step is to inform and train employees on them. You can't expect employees to follow guidelines if they aren't aware of them. Be sure to schedule regular refresher training sessions, too, to keep employees on track.Paychex WORX says that "employees may be more likely to embrace rules when they understand their purpose and that they are not meant to be a form of control or punishment." For this reason, keep a positive attitude during training sessions and leave plenty of time for employee questions.Company policies and procedures should not be written once and left alone for decades. Reviewing these documents regularly and updating them when necessary is key to their success. In addition to an annual review, consider updating them when you:
- adopt new equipment, software, etc.
- see an increase in accidents or failures on-site
- experience increased customer complaints
- have a feeling of general confusion or increased staff questions regarding day-to-day operations
- see inconsistency in employee job performance
- feel increased stress levels across the office
Essential Workplace Policies and Procedures for Every Organization
Organizations need policies and procedures for a wide range of HR topics. Below are some of the subjects you should consider creating guidelines for.
1. Attendance and Leave Management Policies
Absenteeism costs wages for the employee who doesn't show up, wages for a replacement worker, and delays and disruptions to the whole organization. That's why you need to write (and consistently apply) attendance policies.These documents can include guidelines on tardiness, vacation time, sick leave, appointments and paid volunteer hours. You can also include the amount of notice required before booking time off. Take your corporate culture into consideration when developing these rules.
2. Code of Conduct and Workplace Behavior Policies
This is a broad topic and may require multiple, separate policies. Including guidelines on drugs and alcohol use, smoking, performance management and discipline helps employees know what is and is not acceptable behavior at work.
3. Company Property and Asset Usage Policies
The number of ways employees can misuse company property is never-ending. "Renting out the company’s equipment to third parties, intentionally producing scrap product that is actually being sold by the employee, taking vehicles for recreation, hosting their own websites on company servers, even directing other employees to preform tasks that unknowingly benefit the ghost business" are just a few examples of risks your organization could face, according to ASG Investigations.Employees have to use company property in order to do their jobs. Depending on your industry, this could include electronics, medical equipment, vehicles, tools and uniforms. Include guidelines on how to care for company property, as well as how much (if any) and what types of personal use are permitted using company property.
4. Anti-Harassment and Anti-Discrimination Policies
Did you know that the average harassment lawsuit costs the employer $250,000 to defend? With rules in place, you can prevent these incidents and protect both your company and your employees.Harassment and discrimination affect the entire workplace culture. Keep employees safe and treat them fairly by developing policies and procedures that prohibit behaviors such as:
- sexual harassment
- bullying
- verbal and physical harassment
- stalking
- hiring discrimination
- workplace discrimination
Include information on how to report harassment and discrimination and explain that the company will not retaliate for reporting.
5. Digital Communication and Social Media Policies
Make employees aware that any internet use at work is not private. Urge employees to limit personal internet use and ensure everything they do online in the workplace is legal, ethical and appropriate (and explain what these mean). Add guidelines about what is and is not appropriate to post on social media regarding your organization as well.RELATED: 16 Tips for Managing Social Media in the Workplace to Help You Avoid Scandals
6. Workplace Health and Safety Compliance Policies
In 2020, OSHA awarded workers $30.1 million in settlements, nearly double the total from the year before. Without strong health and safety policies that are actually enforced, your employees and your organization are at risk.Protecting employees' safety and well-being should be every organization'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. Also include procedures to follow in the event of a fire or natural disaster.
7. Employee Expense Reimbursement Policies
If your employees travel or purchase things for work, having an expense reimbursement policy in place is essential. Explain what types of expenses are acceptable for reimbursement (airfare class, transportation, meals, etc.). Include procedures on how to submit a reimbursement claim.
8. Remote Work and Telecommuting Policies
With a desire for more flexibility in location and hours, as well as the COVID-19 pandemic, many companies and employees are choosing to work remotely at least some of the time. If you allow employees to work from home, you need two main policies to ensure the set-up is safe and runs smoothly.First, a general remote work policy should describe who can work remotely and how often. What hours do remote workers need to be available? What communication standards must they meet? Will you provide necessary work equipment or reimburse employees for their purchases?In addition, include health and safety procedures for remote work in either your remote work policy or your regular health and safety policy. These should address how you'll handle potential ergonomic issues, environment-caused injuries and illnesses, mental health, and fire and weather emergencies.
