50+ Sample Policy and Procedures

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?

Culture of the organization: First and foremost, in the upper part of the document, company name must be included along with an abstract or an executive summary. Following that, add the culture of the organization. The culture of the organization will represent the mission statement and vision statement of the company. This will also show that you are accountable and professional.The code of conduct: Here, you will have an in-depth of the social norms and moral principles inside the company. This will configure the behavior as well as the understanding of all the employees. This will also explain why the policy was created and to whom it applies. Lastly, this must be explained thoroughly because this will pave the way in the day-to-day making of decisions in order to comply with the rules of the company. Guidelines in the workplace like communication hierarchy and policies as well as work-from-home policies can also be included here.Procedure for employment: In addition to the policies listed above, a procedure in choosing the right employees for your company must also be included. This will include the proper steps in going over the job applications. Also, choosing the right candidates to take the exam and go on to the job interview must be based here.Procedure for payment: The mode of payment is also discussed here. This section will also cover the deadlines for the payroll. Sick leaves and vacation leaves should be under this section too. In addition to those, the different benefits that the employee is entitled to can be explained in this section also.Procedure for the usage of the provision and amenities: The proper usage of technologies is also a part of this. This section will clearly indicate who is allowed to use those technologies. They will also state who is eligible to use the different tools and equipment available to the company as well as the different facilities.Equivalent repercussions: After knowing what behavior is acceptable and not acceptable within the boundaries of the company, set up the corresponding sanctions for each. There should be no exceptions in this part of the document. This is applicable to everyone who is working in the company.Provide the date: Lastly, provide the date that the document was formulated, updated as well as when it was implemented.

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:

It sets clear expectations: It keeps your employees in the loop. With this document as a basis, the employee will know and understand what is needed in order for the company to grow and satisfy the customers. This will also be a good source of reference for them to know how to act and behave within the boundaries of the company. This will show that the business operations are efficient and professional.It can enhance the productivity of the company: With a solid policy and procedure document, employees will understand the what and how to achieve the goal of the company. This will set the minimum value for the required quota in a day. It will also set a clear standard of the quality of the desired output or product. It can lay down the groundwork so there is stability and continuity in the daily activities and transactions. In addition, it also states the different functions and responsibilities in a clear and concise manner.It can improve internal communication: Having a detailed policy and procedure will be an effective tool to communicate valuable information with no difficulty. From the management department down to the normal employees, it passes down the instructions well and understandable. With that being said, your company can avoid a lack of consistency. It guarantees uniformity in making decisions and performing daily work.It is also helpful during the training of newly hired employees: It states what the expectations are and the required outputs for each department. It describes the scope of work of the department. It can also answer the question to whom they will answer to and who they can approach if problems may arise. Overall, it makes the hiring and training process easier and faster.It can protect your company from the law: With the help of the policy and procedure, it will be easier to check if there are any legal problems. This will be a great tool in making sure that you are providing a safe workplace for the employee. It is also a tool for proving your accountability and professionalism. In general, it guarantees that you are in compliance with the law.It can help during difficult times: When there are problems and complications that unexpectedly occur, this can help by ensuring that the organization is prepared to handle any concerns in a quick and professional manner. It also carries on the direction of the company even if there are changes. It is a great tool to strengthen and support the goal statement of the company.

What Are the Characteristics of a Good Policy and Procedure?

It can be measured: Make sure that it can easily be evaluated for faster updating.It is efficient: Each policy and procedure should be efficient. Refrain from lengthy explanations and get straight to the point. However, all the important pieces of information should be included. Make sure to be brief but at the same time clear.It is shared: It is important that everyone in the company is knowledgeable about the document. They should have access to this for performance and behavior check.It is new: As the company grows and expands there will be certain changes. Make sure that it is up to date.It is proven effective: In order for it to be successful, it should be tested first. It should live up to expectations and obtain maximum results.

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:

For paternityFor maternityFor anti discriminationFor operating proceduresFor job evaluationFor training new employees and current staffFor instance of plagiarismFor privacy policiesFor environmental managementFor risk managementFor financial managementFor confidentialityFor inventory purposesFor health and safety

FAQs

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?

There are generally 3 categories to this. Depending on how grave the committed violation is, it may fall under warning, disciplinary action or immediate dismissal.

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.