The document outlines the importance of developing, drafting, and updating employment policies to improve organizational management practices and reduce legal risks. It emphasizes the need for employee engagement in policy development, customization of policy manuals for specific organizations, and maintaining clear communication about updates. Various components of a policy manual, including job descriptions, performance evaluations, and employee policies, are discussed to ensure clarity and accessibility for all employees.

1. Developing, Drafting &
Updating your Employment
Policies
Infonex Sept 08
Winnipeg
Lisa Peckham, Senior Associate,
CG Hylton and Associates Inc.

2. AGENDA

3. Understanding the need for policy and the
importance of keeping policy up to date
Step-by-step strategy for developing and
updating policies
Employee engagement and feedback: how to
involve your staff in policy development and
the importance of doing so
Conducting program reviews and needs

4. Why a Policy Manual?
For your
most
important
Resource!!!

5. PEOPLE!!!!

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. 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. 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 what's expected of
them and how they will be treated

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. How to Write the Manual
K.I.S.S works best!
Use simple language – so all can understand
No negative language – keep it positive and
upbeat

11. How to Write the Manual
Be clear – items Discretionary
that are mandatory items should use:
should say:
“may be”
“will be”
“have the
 “must be” authority to”
 “are required”

12. How to Write the Manual
One size does NOT fit all.
Manuals should be customized for each
organization, sometimes for each
department depending on the size of the
organization.

13. What goes into a Policy
Manual
Ask your Do we need a
group??? policy for this
Do we have a policy Is it required for
for this our situation
If so, does it need
updating

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. 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. Area Mission Statement:
 (department) exists to do what?
 For whom?
 Why?

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. Organizational Chart
The org chart
should be
clear & up to
date

19. The Job Description
Ensure that you have
job descriptions for
each position in the
organization or
department

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. Performance Evaluations
These components
should be included in
the manual…
 How often are
evaluations done
 Who does them
 Evaluation format

22. The Health/Benefit Plan

23. What to include??
Details of the Any RSP or
benefits plan investment group
currently in force plans
Any allowances you Disability plans
may have
Vehicle What % of each
Travel
the company/ee
Gym pays
HSA
EAP plan details

24. Employee Policies

25. What policies???
Attendance and Code of conduct
tardiness
Conflicts of
Acceptance of interest
gifts
Confidentiality &
Breaks & meals copyright

26. What policies???
Dress & Interpersonal
appearance conflicts
Employment of Overtime
relatives
Outside work
Hours of work (other jobs)

27. What policies???
Smoking policy
Parking
Safety
Personal phone
calls & mail Telecommuting
Probationary  Unauthorised use
periods of property
(internet, email &
equipment)

28. What we are committed to:
Affirmative Court leave
action
Complaints
Appeals
Discipline ee
Change of records
position
Copies of policies

29. What we are committed to:
Employee Harassment in
training & tuition the workplace
reimbursement
Layoffs
Exit interview
Loans & pay
advances

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. Drug & Alcohol testing

32. Drug & Alcohol testing
Does your organization
perform drug tests?
Be clear &
concise on your If so:
policy regarding
How often or random
drug and alcohol
use in and around
the workplace. Which departments
What are
consequences for
positive results

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. Cost & Entitlement Adjustments

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. Employee Engagement

37. Employee Engagement
How 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. Employee Engagement
Why 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. 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. 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. Summary
Why a manual Employer
responsibilities
Guidelines
Employee buy-in
What’s covered
Updating

42. Our offer to you
42
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. CG Hylton - Services
HR Consulting Benefits, Pensions,
Job Descriptions EAP
Salary Grids Strategic Planning
Wellness at Work Drug and Alcohol
programs
Staff Morale
Dept re-orgs
Training and
Workshops Leadership
compensation
Tel 403 264 5288
chris@hylton.ca
43

44. Encouraging Collaboration Thank you!
CG Hylton & Associates Inc
would like to thank you for
the opportunity to meet
with you today
Questions?
lisa@hylton.ca
tel 800 449-5866