While we all know why an HR Policy Manual is a must-have for a company, it helps to go over the whys and wherefores in an organised manner. Not just for one’s own understanding and learning but also to facilitate more comprehensive communication.
Policies are the framework and guidelines that outline an organisation’s approach to managing its people. A policy and procedures manual is a rulebook, in other words. It serves as a reference point when developing human resource management practices or making decisions about the workforce. It contains specific manager guidelines and states the company’s intent on recruitment, promotion, compensation, training, selection, separation, employment law and compliance. HR policies help balance protecting employees and the business interests and vision.
To summarise, the purpose of an HR Policy Manual is:
The factors which influence the HR policies of an organisation are broadly the laws of the land, social values and customs, management philosophy and the financial impact on the organisation.
It does not follow that once you know ‘why’ you need something, you also know ‘how’ to get it done. So we have a handy CHROtips checklist for you :
It is impossible to write every policy and procedure in a single iteration. Therefore, make a list of priority tasks, policies, and procedures.
Not every task or policy in a company will require detailed instructions for implementation. To select those that do, answer the following questions:
Is the procedure complicated or time-consuming?
Would it have a positive or negative impact if you did it?
Have there been any recent changes made to it?
Is there much paperwork involved in the procedure?
Are your employees frequently perplexed by it?
Begin with the major issues and work your way down to the minor ones. For example, rather than beginning with the dress code policy, begin the manual with the category of hiring processes or eligibility.
Step1: Add the title
Step2: Effective date of the policy and the date of any revisions
Step3: Write the description
Step4: Write the purpose of the policy
Step5: Add any necessary conditions or restrictions for applying the policy or exclusions
Step6: Define the scope of the policy
Step7: Specify responsibilities to maintain and implement the policy
Step8: Explain the process keeping in mind all possibilities
Step9: Mention any supporting references