Memory NGuwi THE starting point when developing human resources policies and procedures is to be clear on what the organisation intends to achieve overall and how the human resources function can assist in achieving such ambitions.
To ensure that the human resources policies and procedures continue to be taken seriously by management, they must be administered and applied consistently throughout the organisation.
Every policy needs to be in line with the laws that are currently in effect. Each one needs to be understandable, condensed, and current. Sometimes, inconsistencies in treating employee issues trigger the development of human resources policies and procedures. Sometimes they are triggered by situations where there is much ambiguity in certain aspects of the company or how things are done, and the organisation would benefit from a policy.
A policy can be written when a law requires an organisation to have a policy.
Policies are created for the many, not the few. When you implement a policy, you are setting a standard that will apply broadly across the business, not just to a few individuals who may be generating issues.
A policy establishes a norm or standard that must be followed consistently, limiting management’s ability to consider each circumstance unique. Poorly developed and implemented policies might cause more harm than good to your firm. It might be tough to modify policies embedded in your organisation’s culture and ways of operating (They tend to create legitimate expectations).
You want to ensure that any policies you implement meet a real need and are consistent with your firm’s beliefs and how work should be done. You must also guarantee that managers have the necessary skills and resources to execute and monitor the policy.
Much of the substance of policies mandated by legislation may be determined by the requirements of the legislation. Compare yourself to other organisations implementing a similar policy (best practice).
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What is the policy’s purpose? What are the outcomes? What role does this policy play in establishing our desired workplace culture? How will this policy be put in place and monitored? What impact would this policy have on a manager’s ability to act when evaluating performance, promoting, allowing leave, hiring, or terminating?
How will this policy affect our ability to attract suitable candidates? How has our organisation dealt with similar issues in the past? It is best practice to consult important stakeholders when establishing human resources policies and procedures. This includes consulting management, staff, and board members. This will ensure you gain buy-in, address the correct issues, and have a complete picture.
Structure of the HR policies
The human resource and procedures should have the following structure:
Purpose The policy’s aim is outlined in the purpose, which describes what the policy wants to achieve. For instance, the goal of a health and safety policy may be to guarantee that all employees are provided with a safe and healthy working environment that complies with the applicable health and safety regulations.
Scope The policy scope describes the types of people to whom it applies. It is possible that every employee and staff member may be affected, or there will be some differentiation depending on level, location, job status, or department. In addition to that, the scope should specify any exceptions to the policy.
Policy statement
The actual rule or norm that the policy needs to express is included within the statement.
Responsibilities Describe the roles that will be played by the board, management, and employees in the policy, and indicate who will be in charge of creating, maintaining, monitoring, and enforcing the policy. Be careful to mention that failure to comply with the policy may result in disciplinary action.
Definitions Make sure that any phrases used in the policy are defined very clearly. If the definitions of the words are included in the law that underpins the policy, you must utilise the legislation’s definitions (e.g., retrenchment, overtime etc.).
Final tips You want the policy to speak directly to the people it is meant to, so be sure you use basic and obvious language and stay away from jargon and legal speak.
Make sure that the content and the way it is worded are objective and that they support fair and consistent treatment. Always use the same phrases, and define any unique terms. Be certain that the standard or norm established by your policy can only ever be interpreted uniformly.
Consider a few “what if” situations to check if the policy still applies, bearing in mind that most policies will not, and should not, cover every potential event.
You should provide for exceptions to the norm in most policies. Use words like “generally,” “usually,” and “typically” instead of “always” and “never.” Include a disclaimer such as “this is just meant as a guide.” There are a few instances where you want to be completely certain that the policy’s standard will apply in all circumstances.
Conclusion Human resources policies and procedures are formal commitments focusing on how employers deal with employees. Policies and procedures pertaining to human resources are considered to be the most important aspect of any corporation.
- Nguwi is an occupational psychologist, data scientist, speaker and managing consultant.
