Developing, drafting & updating your employment policies

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Your Human Resource Policies are the lifeblood of your organization but are often paid scant attention. Having your staff or for larger organizations, a committee comprised of staff and manager, craft and update your policies you can avoid many workplace challenges.

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Developing, drafting & updating your employment policies

  1. 1. Developing, Drafting &Updating your Employment Policies Infonex Sept 08 Winnipeg Lisa Peckham, Senior Associate, CG Hylton and Associates Inc.
  2. 2. AGENDA
  3. 3. Understanding the need for policy and theimportance of keeping policy up to dateStep-by-step strategy for developing andupdating policiesEmployee engagement and feedback: how toinvolve your staff in policy development andthe importance of doing soConducting program reviews and needs
  4. 4. Why a Policy Manual? For your most important Resource!!!
  5. 5. PEOPLE!!!!
  6. 6. Human Resource Policy Manuals Having a manual is key to the first step in improving and organizations knowledge of management practices They capture the knowledge that supports employees and managers in their daily work Ensure manual is accessible to all employees
  7. 7. Human Resource Policy Manuals Employees should receive a copy of manual either paper or electronically so they can refer to it throughout their employment with the organization. Employees should acknowledge that they have received a copy of the manual. All updates should be explained clearly
  8. 8. Human Resource Policy Manuals Reduces association risks Potential legal liability situations Demonstrates the value an organization places in its employees and volunteers Everyone knows exactly whats expected of them and how they will be treated
  9. 9. The Manual Managers have key role in enforcement of policies & procedures provided in the manual. They need to understand what’s in it, why and any future changes. This may take a special meeting to explain the changes clearly so they can then explain to employees.
  10. 10. How to Write the Manual K.I.S.S works best!Use simple language – so all can understandNo negative language – keep it positive and upbeat
  11. 11. How to Write the Manual Be clear – items Discretionarythat are mandatory items should use:should say: “may be” “will be” “have the  “must be” authority to”  “are required”
  12. 12. How to Write the ManualOne size does NOT fit all.Manuals should be customized for eachorganization, sometimes for eachdepartment depending on the size of theorganization.
  13. 13. What goes into a Policy ManualAsk your Do we need agroup??? policy for thisDo we have a policy Is it required forfor this our situationIf so, does it needupdating
  14. 14. What goes into a Policy Manual Mission statements  Health/benefit plan Organizational  Employee policies structure  Drug or alcohol Job descriptions testing policies Performance  Cost & entitlement evaluation criteria adjustments
  15. 15. Creating your Mission Statement What business is the  What is unique about nation / community in? our division’s work as Why does it exist? compared to others in (examine mission) the nation / community? What business is our department in? Why do  What issues are we exist? important or unique in our area? How do these functions contribute to  Where would we like to the total organization’s be in relation to where roles and missions? we are now?  What are our principle functions?
  16. 16. Area Mission Statement: (department) exists to do what? For whom? Why?
  17. 17. Goals and objectives: Looking at the mission statement for our area, what major things would we like to accomplish during this period of time? What are the necessary interim steps, the specific objectives that will allow us to accomplish our goals? What timelines will we need to assure our goals are accomplished? For what will we be held accountable on the next review? What is the personal responsibility of each employee? When will we meet regularly to discuss the progress of these goals?
  18. 18. Organizational ChartThe org chartshould beclear & up todate
  19. 19. The Job DescriptionEnsure that you havejob descriptions foreach position in theorganization ordepartment
  20. 20. Parts of a JD Position title  Who they report to Brief summary of position (1 – 2  Who reports to sentences) them Position Duties  Special conditions (if needed) Position Qualifications  Signature page
  21. 21. Performance Evaluations These components should be included in the manual… How often are evaluations done Who does them Evaluation format
  22. 22. The Health/Benefit Plan
  23. 23. What to include??Details of the Any RSP orbenefits plan investment groupcurrently in force plansAny allowances you Disability plansmay have Vehicle What % of each Travel the company/ee Gym pays HSA EAP plan details
  24. 24. Employee Policies
  25. 25. What policies???Attendance and Code of conducttardiness Conflicts ofAcceptance of interestgifts Confidentiality &Breaks & meals copyright
  26. 26. What policies???Dress & Interpersonalappearance conflictsEmployment of Overtimerelatives Outside workHours of work (other jobs)
  27. 27. What policies??? Smoking policyParking SafetyPersonal phonecalls & mail TelecommutingProbationary  Unauthorised useperiods of property (internet, email & equipment)
  28. 28. What we are committed to:Affirmative Court leaveaction ComplaintsAppeals Discipline eeChange of recordspositionCopies of policies
  29. 29. What we are committed to:Employee Harassment intraining & tuition the workplacereimbursement LayoffsExit interview Loans & pay advances
  30. 30. What we are committed to:Orientation Pay days and methodOther leave With pay Performance Without pay evaluations & Paternity compensation Maternity review Bereavement
  31. 31. Drug & Alcohol testing
  32. 32. Drug & Alcohol testing Does your organization perform drug tests? Be clear &concise on your If so:policy regarding How often or randomdrug and alcoholuse in and aroundthe workplace. Which departments What are consequences for positive results
  33. 33. Drug & Alcohol testing Have clear consequences of this behaviour Follow through with consequences Outline what assistance you offer to employees with drug & alcohol concerns. You have a duty to accommodate
  34. 34. Cost & Entitlement Adjustments
  35. 35. Cost & Entitlement Adjustments Provisions for re-imbursements Details of deductions from employees cheques Procedure in case of overpayment Employee advances payback procedures How missed or incorrect pay is corrected
  36. 36. Employee Engagement
  37. 37. Employee EngagementHow to involve your staff: Form a committee to engage staff Ask their opinion – be specific Make it fun – give each person/group an topic to consider
  38. 38. Employee EngagementWhy is it important to involve staff? They are part of the team They may have more insight as to what’s happening Employee’s will feel a sense of ownership of the project and will be more willing to enforce and endorse the policies being implemented
  39. 39. Updating the Manual Is a Big commitment Involves timely reviews for all employees Employee/volunteer and manager orientation and updating Workplace behavioural expectations Privacy compliance
  40. 40. When to update? At minimum review of the manual should be done annually When there are changes to provincial/federal/band legislation When organizational structure changes When benefits change After changes in company strategic plan
  41. 41. SummaryWhy a manual Employer responsibilitiesGuidelines Employee buy-inWhat’s covered Updating
  42. 42. Our offer to you42 Please call if you have any HR, or workplace issue that you are overwhelmed with We can help you We also are pleased to do Free Workshops for your organization (some limits apply) Let us know what your needs are and we will make it happen!
  43. 43. CG Hylton - ServicesHR Consulting Benefits, Pensions,Job Descriptions EAPSalary Grids Strategic PlanningWellness at Work Drug and Alcohol programsStaff Morale Dept re-orgsTraining and Workshops Leadership compensation Tel 403 264 5288 chris@hylton.ca 43
  44. 44. Encouraging Collaboration Thank you!CG Hylton & Associates Incwould like to thank you forthe opportunity to meetwith you todayQuestions?lisa@hylton.ca tel 800 449-5866

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