Developing, drafting & updating your employment policies
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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.
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.
- 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
- 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