We could bore you with dense, corporate-speak about the definition and need for policies and procedures, but, in a nutshell, they are simply the roadmap for the everyday, correct running of your company’s operations. They ensure regulation compliance, assist with decision-making, and make internal processes more efficient.
Not all employees like the structure supplied by rules, and it is important to coach them around to appreciate the business value that the HR policies and procedures bring to the business.
The importance of HR policies and procedures
Getting staff on board with policies and procedures is not achieved by force but by selling the positive outcomes and clearly conveying the business value. They need to understand the benefits derived from the consistency of processes, the efficiencies gained from the structure and the success achieved by avoiding operational chaos or operational wastage.
When policies and procedures are adhered to, operations run smoothly, management can be more strategic, and operational productivity levels are higher. Mistakes will occur, but in a disciplined team, these errors are picked up quickly, and there is the capacity to correct them.
All resources, human and other, will be used more efficiently, growth will be achieved faster as well as company goals.
Policies and procedures also clearly explain what each employee is responsible for, what outcomes are expected of them, and what their supervisors and co-workers should be delivering. This is empowering and develops confidence whilst improving output quality.
Better customer service
A disciplined team will do things correctly, consistently, and this leads to happy customers. Your brand value is directly impacted by this. When employees are told they are adding to the company value, they take more pride in their output quality.
Policies and procedures are a fundamental and regulatory part of reducing workplace accidents. This reduces your risk profile, enhances staff well-being, and reduces losses from lost production, injury claims, and asset damage.
When employees can see that their managers and the company care about them, they become more engaged with its objectives.
HR policy and procedure implementation
How can you ensure a better engagement of staff with your HR policies and procedures? Here are some tips:
Ensure that ALL policies are highly accessible for all staff on all pay-grade levels.
Go digital. Use policy management software that will ensure policy updates and signatures are distributed, tracked, and stored.
Make sure the digital copies are mobile-friendly. Large portions of staff will not have laptops and desktop computers.
Ensure policies have search functions enabled for simple keyword searches.
Training for policies and procedures
Having policies and procedures nicely written up does not immediately equate to employees understanding the policy or implementing it. Training forms an important part of comprehension and, therefore, buy-in. Like nuclear power stations, all staff and visitors must undergo retraining multiple times per year in high-risk industries.
The staff training should cover the substance of policies as well as the actual implementation relevant for their roles. Every new hire should go through this training early on. There is a lot of data showing greater productivity, faster proficiency, and earlier milestone achievement of employees who underwent formal onboarding training.
Online training programs are resource-light options and are popular with employees as it offers quite a degree of flexibility time-wise.
Training programs allow you to upload training materials such as slideshows, videos, and more. They efficiently record an employee’s training journey and collate helpful feedback on the training material.
Now that your staff have easy access to the policies and procedures and have been trained, you might think you have ticked the final box. This is an incorrect assumption.
Staff should be tested and should be regularly retrained. A test could be as simple as a quiz at the end of a training course or an operational task demonstration to a supervisor. Gaps can then be addressed early on.