A work environment without policies is like a boat that has no rudder. It may stay afloat, but it will drift terribly. HR policies and procedures represent that rudder. They provide direction for employees. It allows for equity. They keep the organization moving forward.
When these policies and procedures are clear, everyone is aware of what to expect. When they are not clear, confusion takes over. Therefore, it is essential that every organization, small or large, has good human resource policies.
What are HR Policies and Procedures?
HR policies are the official company policies that describe how a company will react to various workplace issues. HR procedures detail the specific steps to take in order to comply with the company’s policies.
For example:
- A leave policy outlines how many days an employee can take off.
- The leave policy will outline the procedure for making a leave application.
- These policies cover hiring practices, training, employee benefits, conduct in the workplace, etc. Policies protect the business and its people.
Why Are HR Policies and Procedures Important?
HR policies and procedures offer a clear and consistent basis so employers can create a fair workplace. They:
- Set clear expectations for employees.
- Assist managers in making fair decisions.
- Minimize conflicts and misunderstandings.
- Ensure compliance with labour standards.
- Build trust between managers and employees.
When not followed, decision-making is often referred to as biased decision-making.
Key Areas Determined by HR Policies and Procedures
An effective policy and procedure generally includes an HR framework of:
- Recruitment and Selection – How are new employees hired?
- Training and Development – How does the company allow opportunities to develop skills?
- Workplace Conduct – Conduct policies that encourage respectful interactions.
- Leave and Attendance – Guidelines related to time off from work.
- Compensation and Benefits – Salary, bonuses, and benefits.
Including these areas of policy and procedure will eliminate misunderstandings and legal complications.
How to Develop Effective HR Policies and Procedures
Developing them requires planning and attention to detail. Follow these steps:
- Understand Applicable Laws and Regulations- Each jurisdiction has different labour laws.
- Understand the needs of your organisation- Every organisation is different.
- Use easy-to-understand language- Avoid jargon.
- Obtain authorisation from leadership- Policies need to line up with the company vision.
- Train employees- Communicate to everyone what these policies are.
- Review periodically- Policies need to be updated to stay relevant.
Common Traps to Avoid
Even the best HR policy teams will make mistakes. Some of those mistakes include:
- Writing the same policy that another company has without changing anything.
- Using unnecessarily complicated legal language.
- Not communicating changes or updates to your staff.
- Not holding everyone accountable to the policies.
How Technology Can Help with Managing HR Policies and Procedures
Modern-day workplaces are busy workplaces. Managing policies manually is not only a time sucker, but it also exposes huge amounts of risk. HR software, like Savvy HRMS, provides employees with a single repository to store policies, manage policy updates and changes, and allows employees to access policies when needed.
This provides better transparency, saves staff time, and keeps the workforce in the loop.
FAQs
- How often should HR policies be updated?
At a minimum, annually. They should also be updated whenever there are significant changes in laws or legislation.
- Are HR policies universal?
No. Each company must tailor their HR Policies to fit the company’s unique needs and culture.
- Are HR policies allowed to be digital?
Yes, HR policies can be digital. Companies can use tools such as Savvy HRMS to make their digital HR policies easily available online.
Conclusion
A healthy workplace requires great HR policies and procedures. Policies build trust, reduce conflict, and ensure compliance with laws. They act as protection for both the employer and employee.
If you’re looking for a simple, fast, and clear HR management solution, you should check out Savvy HRMS. Our tool lets you store your HR policies online in a digital format, and you can update them as needed, and employees can have direct access to them as well. We want to be your partner in finding ways to build a modern and effective workplace.
