2. LEARNING OUTCOMES
The study covers:
• HR Policies as a function of HRM
• The reasons for having HR Policies
• Defining policy and procedure
• Specific HR policies
• Steps in developing policies
• Implementing HR policies
• Formulating HR policies
• Role of the Board of Directors and HRM in HR policy development
3. HRM STANDARD
HRM policies are formalized, documented and approved by the Board or
approved as designated to the CEO/ED.
HRM policies comply with employment, workplace health and safety,
and other related legislation as applicable in the jurisdiction in which
the organization operates.
HRM policies are made accessible to employees.
HRM policies are reviewed on a regular basis and revised if necessary.
4. DEFINING POLICY AND PROCEDURE
A policy is a formal statement of continuing guidelines on how
people should be managed in an organization. Each policy addresses
an issue important to the organization’s mission or operations.
A procedure spells out precisely to the members of the organization
on how to implement a policy. It tells members how to deal with
major employment issues such as grievances, discipline, capability
and redundancy.
NB: Policies are written as statement or rules. Procedures are written
as instructions.
5. WHY HAVE HR POLICIES
Policies serve several important functions:
• Communicate values and expectations for how things are done at
your organization
• Keep the organization in compliance with legislation and provide
protection against employment claims
• Document and implement best practices appropriate to the
organization
• Support consistent treatment of staff, fairness and transparency
• Help management to make decisions that are consistent, uniform
and predictable
6. OVERALL HR POLICY
The overall HR policy defines how the organization fulfils its social responsibilities
to its employees and sets out its attitude towards them. It is an expression of its
values or beliefs about how people should be treated.
(Peters and Waterman, 1982).
The values expressed in an overall statement of HR policies may explicitly or
implicitly refer to the ff. concepts:
Equity
Consideration
Organizational learning
Performance through people
Quality of working life
Working conditions
7. SPECIFIC HR POLICIES
The most common areas in which specific HR
policies exist are:
• Age and employment
• AIDS, Health and safety
• Bullying
• Discipline
• Diversity management
• E-mails and the use of the internet
• Employee development
• Employee relations
• Employee voice
• Employment
• Equal Opportunity
• Grievances
• New Technology
• Promotion
• Redundancy
• Reward schemes
• Sexual harassment
• Substance abuse
• Work-life balance, etc
8. STEPS IN POLICY DEVELOPMENT
HR policies need to address the key HR issues that have been identified in the
organization. Typically, policy development will follow the following steps:
1. Establish need for policy
2. Develop policy content
3. Draft the policy
4. Write the procedure
5. Review the policy by key parties
6. Approve the policy
7. Implement the policy
8. Policy review and update
9. Communication of changes to policies
9. STEPS IN POLICY DEVELOPMENT CONT’D
1. Establish need for policy
In its simplest form, a policy is a written record of a workplace rule.
It is time to develop a policy when:
-there is legislation that expressly requires an organization has a policy in place.
-there is legislation that does not expressly require an organization have a policy,
but the regulations and steps to be followed are tightly defined and a policy will
help to ensure the organization is in compliance.
-there is inconsistency in how employees behave or managers make decisions
that is negatively impacting the work environment or accomplishment of
business.
-there is significant confusion about certain areas of the business or how things
are done and the organization would benefit from a policy
10. 2. DEVELOP POLICY CONTENT
• Legal considerations
For policies required by legislation, much of the policy content may
be driven by the requirements of the legislation.
• Operating considerations
The following questions if answered will help shape a policy:
-what does this policy need to accomplish? What are the outcomes?
-how does this policy support the development of our desired work
culture
-how will this policy be monitored and enforced?
-how will this policy impact our ability to attract quality candidates?
11. 3. DRAFT THE POLICY
A policy should include the following sections:
1. Purpose
2. Scope
3. Statement
4. Responsibilities
5. Definitions
6. Questions
7. References
8. Effective date
9. Review date
10.Approval
12. 4. WRITE THE PROCEDURE
The policy procedure may be a section of the policy or a separate
document that the policy refers to.
The procedure gives step by step instructions for carrying out
the policy.
Some legislation specifically requires procedures be developed
so be aware of the legislation requirements that govern your
organization.
13. 5. REVIEW THE POLICY BY KEY PARTIES
Representative group of managers and employees review the policy.
For some policies, stakeholders are involved. The review takes three
sections: manager review; employee review; and legal review.
14. 6. APPROVE THE POLICY
If the board is responsible for giving the final approval, it is often
done with a formal, recorded motion.
15. 7. IMPLEMENT THE POLICY
Employees, managers and key stakeholders must have access to
up-to-date copies of the policies and procedures that are
relevant to their roles in the organization and be advised of and
understand and new policies or change to policies coming into
effect.
