Writing a policy and procedures manual
Some states consider vacation and paid time off as a vested wage that cannot be taken away. You may have already drafted this information for your company website's About Us page. Download Resources:. The policies in this manual are guidelines only and are subject to change, as XYZ Company deems necessary. However, when not done properly, a policy and procedure manual could do more harm than good. Let your background, your service, and your products speak for themselves. From time to time, employees may receive notice of new or modified policies, procedures, benefits, or programs. Employers should include a so-called "safe harbor" policy that requires exempt employees to notify the employer immediately if they believe illegal deductions -- such as for partial-day absences -- have been made from their salaries.
Conduct: guidelines for proper behavior and restrictions on employee behavior. Digging Deeper: Other Legal Considerations for Your Manual One of the main goals of your policy and procedure manual is to provide a clear framework for consistency in your workplace.
Writing a policy and procedures manual
In addition to organizing your policies and procedures clearly, you will want to ensure you determine what sections and information you will cover in each policy. The description should include duties, decision-making authority, and supervisory responsibilities. You'll find that Microsoft Word has advanced functions for creating both indexes and tables of contents, for example. If so, creating a policy and procedure manual can be the opportunity to make those unwritten guidelines written for all to see. Are your employees guessing at what your company philosophy is? Health and Safety. The ADA requires a flexible leave policy that takes into consideration an evaluation of each individual case. What do we do? Sometimes terms will need to be defined to clarify meaning.
Sometimes terms will need to be defined to clarify meaning. They can also equip you to meet strategic goals, reduce risk, and identify opportunities for improvement.
They provide a set of guiding principles to help with decision making. When policies are worded, such that it is the employee's responsibility to take meal and rest periods, as described, and to notify supervisors if they do not take them, it reduces the employer's potential legal exposure.
Policies and procedures template for small business
Procedures: step-by-step instructions for routine tasks and operations. A strong company philosophy will guide you and your team in all aspects of business. Instead, you could define "harassment" as "unprofessional conduct that is based on sex, race, or national origin. A manual not a contract From a legal point of view, it is important to point out to your workers that the manual is not a contract and that it does not make promises about the length of employment at your company. As technology continues to remap the business landscape, be aware that you may have to make frequent updates to keep your manual up to date. Policies that are too general may make it difficult to hold employees accountable for their actions. Work systematically through your newly created contents page in creating your policies and procedures and add in new ones as you think of them. Overtime policy Employers often wish to limit employee overtime, and they should feel free to define a workweek to limit unauthorized overtime. Using a strict legal definition for harassment policy restricts an employer's ability to put a stop to inappropriate behavior before it goes any further. This way the task of revision does not become too onerous. If you are starting from scratch, you can look at policy and procedure templates online, such as templates from Microsoft Word or QuickBooks, as a starting point. What philosophy do you want your employees to keep in mind? Either way, you will need a solid understanding of how your business functions before you can develop a policy and procedure manual. Here are a few best practices for building a solid foundation in guiding your team toward success.
If you haven't done so already, it is time to develop a strong statement that clearly summarizes your company's main beliefs and goals.
Shadow employees to see what current procedures are.
Steps to writing policies and procedures. This chart shows who reports to whom in the company.
How to write procedures
Sometimes terms will need to be defined to clarify meaning. Policies and Procedure need to be reviewed regularly. Depending on the appropriate national and state regulations for your area, this section relates clear guidelines for safe behavior on the job, including the safe use of equipment and supplies. The Forward can be in the form of a letter from your company president, and it should clearly describe the company's philosophy and objectives. State that the manual is subject to change and revision. You'll find that Microsoft Word has advanced functions for creating both indexes and tables of contents, for example. Being on the same page is important since this piece will affect the tone, content, and even organization of your policy manual.
The National Labor Relations Board NLRB has determined that a rigid policy prohibiting the use of its electronic communication for any non-business purpose may violate union rights or "chill" union organizing, thereby violating the National Labor Relations Act.
Remember, policies do not just provide restrictions; they can offer freedom.
Your policy and procedure manual defines the rights and obligations of the employee and the employer.
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