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Developing, Drafting &
Updating your Employment
         Policies

           Infonex Sept 08
               Winnipeg
   Lisa Peckham, Senior Associate,
    CG Hylton and Associates Inc.
AGENDA
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
Why a Policy Manual?
     For your
       most
    important
    Resource!!!
PEOPLE!!!!
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
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
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
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.
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
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”
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.
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
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
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?
Area Mission Statement:

 (department) exists to do what?

 For whom?

 Why?
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?
Organizational Chart

The org chart
should be
clear & up to
date
The Job Description


Ensure that you have
job descriptions for
each position in the
organization or
department
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
Performance Evaluations
    These components
    should be included in
    the manual…

   How often are
    evaluations done

   Who does them

   Evaluation format
The Health/Benefit Plan
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
Employee Policies
What policies???
Attendance and   Code of conduct
tardiness
                  Conflicts of
Acceptance of    interest
gifts
                  Confidentiality &
Breaks & meals   copyright
What policies???
Dress &         Interpersonal
appearance       conflicts

Employment of   Overtime
relatives
                 Outside work
Hours of work   (other jobs)
What policies???
                    Smoking policy
Parking
                    Safety
Personal phone
calls & mail        Telecommuting

Probationary        Unauthorised use
periods             of property
                    (internet, email &
                    equipment)
What we are committed to:
Affirmative          Court leave
action
                      Complaints
Appeals
                      Discipline ee
Change of            records
position

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

Orientation     Pay days and
                 method
Other leave
  With pay      Performance
  Without pay   evaluations &
  Paternity     compensation
  Maternity
                 review
  Bereavement
Drug & Alcohol testing
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
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
Cost & Entitlement Adjustments
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
Employee Engagement
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
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
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
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
Summary
Why a manual       Employer
                    responsibilities
Guidelines
                    Employee buy-in
What’s covered
                    Updating
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!
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
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

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Developing, drafting & updating your employment policies

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