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Company policy is important to address pertinent issues. From hiring to employee benefit, there will be policy and procedure for human resources department to take care of employee-related matters. Policy also protects your company from unacceptable behaviours and ensures a safe, organised, convivial, and non-discriminatory workplace. For this purpose, organisation needs to review, evaluate, and renew its policy at least once a year.
To achieve non-prejudicial and safe company environment, DIY Committee Guide has gathered few steps on how to develop better policies and procedures. Here are 9 key stages you should do in developing better company policy.
1 – Identify need
You need to develop your policies under these circumstances:
- In anticipation of need – for example, child protection policies should be in place when your organisation deals with children and young people in the workplace.
- In response to need – for example policy position might be developed in response to a consultation paper such as your business outline.
Your company should constantly assess its activities, responsibilities, and external environment to identify the need of renewable policies.
2 – Identify who will take lead responsibility
In a team, the leader should take responsibility of the new policy. However, sometimes, you might appoint certain member or teams to focus on policy responsibilities according to expertise required.
3 – Gather information
To produce better policy, you should be able to gather valid information on what to revise and to improve in your organisation. You need to check necessary files and conduct questionnaires for this method.
4 – Draft policy
After you know the needs and who will take responsibilities, you should then ensure length and complexity of new policy. Your new length and complexity policy should be appropriate for the one who will implement it.
5 – Consult with appropriate stakeholders
Policy will be more effective when parties involved are supporting and have an opportunity to consider and discuss potential implications of the policy. It will depend on whether you build new internal or external policy position. You might want to consult with supporters, staff and volunteers, management committee members, and service users.
6 – Finalise
In finalizing your new policies, Management Committee should approve that. They are the one who is responsible for all policies and procedures. Yet, if Committee agrees, your new policy can be dealt with effectively by staff.
7 – Consider whether procedures are required
Procedures are usually needed to support internal policies. Considering procedure for clear guidance regarding on how the policy will be implemented is better. For example, a policy for receiving complaints will require a set of procedures on how complaints will be handled.
8 – Implement
In implementing your policy, you should consider how and to whom the policy will be communicated. Also, you should know whether training is required in the implementation among staff and volunteers or not. If needed, you can also produce press release for external policy position.
9 – Monitor, review, and revise
Monitoring new policies help to ensure that your policies are better implemented and to assess usage and responses. It also lets you know what works and what fails. Therefore, you can review and revise your new policy if necessary.
Read also: 10 Top Employment Law Issues in Asia Pacific
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