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What Is a Policy and Procedure Form?
While these two terms are often used separately, in a workplace they always go hand in hand with each other. A policy and procedure form is an essential document that gives a description of what to do and how the business organization is set in motion. For better understanding, a policy is a set of general rules and guidelines on what the employee must adhere to and what the desired goal is. On the other hand, a procedure complements that by identifying the step-by-step direction or process on how to achieve the said policy. A policy will answer the question of what while the procedure answers how it will be achieved.
What Are the Basic Elements of a Policy and Procedure?
Why Is the Policy and Procedure Important?
There are a lot of reasons as to why it is a must to have and create this document. There are a great number of benefits, namely:
What Are the Characteristics of a Good Policy and Procedure?
How to Write a Policy and Procedure?
The templates are available above for download. However, in order to have an effective and detailed document, you should know the steps.
Step 1: Involvement of the Management
It will be more efficient if the management has your back. With that you will have all the time and resources you will need to complete the document. It is crucial that they have knowledge about this because this mostly involves administrative authority and has legal repercussions. It will also be effective if the employees know that it was reviewed and signed by the people with authority.
Step 2: Evaluation
First and foremost, in creating an effective document, you should know and understand the mission statement, vision statement and moral values of the company.
Step 3: Involvement of the Employees
We often hear the term that there always 2 sides to a story. This can also be applied in the workplace. It is important to involve the employee and get their point of view about the matter at hand. This will also create a better understanding of the finished output.
Step 4: What Are the Terms?
In defining the terms and obligations, be clear and get straight to the point. State all the rules and guidelines. Also, list out all the negative and unacceptable behaviors when inside the workplace. In addition to this state also to whom these policies are applicable. Describe also all the equivalent repercussions for each violation. Lastly, add the procedures in order to complement the various policies. It is highly advisable to provide an example for it to be easily understood.
Step 5: Publish the Document
Everyone in the company should have access to your policy and procedure. This is to make sure that employees can avoid committing violations no matter how small or big they are. It is important to take note that this should be easily comprehensible for everybody. Refrain from using abstract and difficult terms. This way everyone will easily understand and gladly comply with the rules that are set out.
Step 6: Revisions
There will come a time that there will be drastic changes to the company. In times like this, it is important to go back and review the document. It will be a good decision to update the document in order to keep up with the changes. Make sure that everything that is happening is still in line with your policy and procedure.
Different Types of a Policy and Procedure
Here is the list of the different types of policy and procedure form available above:
What are the stages in the process of making the policies?
1) Setting of agenda – This will primarily be under the work of the management. First and foremost, they have to identify the problems that are occurring and may occur in the future. This can be based on risk management. In addition to identifying the problem, they should also categorize the problems. In order to fully know and understand how grave the problem is there should be examples or pieces of evidence.
2) Policy formulation and adoption – As an answer to the problems the management has collected, a policy should be created. This will be the solution to every problem they have found. Identifying the corresponding consequences also falls under this step.
3) Policy implementation – This step is where you will carry out the plan of action you have devised in the previous step. This will also be the stage where you monitor the changes happening within the business organization.
4) Policy evaluation and termination – The last step will be to evaluate whether a policy is effective or not. Were you able to obtain the results you want? Compare the expected results to the actual results. If not, then you can revise the said policies.
When and how do you introduce the policy and procedure of the company?
For newly hired employees, it would be best to go over the document during the training period. It would be best to thoroughly explain this to them. For current staff and employees, set out a meeting in order to discuss the updated document.
What are the different levels of consequences in a company?
Who manages and monitors the safety of a workplace?
Employers must adhere to the safety standards that are given by the Occupational Safety and Health Administration or also known as OSHA. Employers must make sure that the workplace is a safe environment as well as free from hazardous materials.
Where can a policy and procedure be applied?
This can be applied anywhere. However, it is mostly used in business organizations or companies. Nevertheless, they can also be applied:
1)In the construction site
2)In educational institutions
3)In our healthcare organizations
4)In the human resources department
5)In law enforcement department
6)In the emergency services department
A business organization will be more productive if everyone will know, understand and comply with the policy and procedure. This should clearly represent the mission statement, vision statement, culture of the organization as well as the needs of the employees. Business organizations need this as this can attest to their accountability and professionalism. Having a well-written and detailed policy and procedure will make sure the organization is functioning properly. After knowing all the essential details, you are now ready to create your own policy and procedure. There are a variety of templates available above, search for the best possible option for you.