Your Human Resource Policies are the lifeblood of your organization but are often paid scant attention. Having your staff or for larger organizations, a committee comprised of staff and manager, craft and update your policies you can avoid many workplace challenges.
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?
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?
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
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
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
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