Otto Tawanda Chisiri

Otto Tawanda Chisiri . All rights reserved.

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Developing Human Resources Policies and Procedures

POLICY

INTRODUCTION:• Policies provide guide to action, objectives set the

target where we want to go and policies project out how we can go there. A policy is a general statement which guides thinking, decision-making and action in the organisation. Policies decide the limits within which management can take decisions. Usually, we come across certain policies such as personal policy, recruitment policy, price policy, promotion policy etc.,

© EMMANUEL A J

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What is a Policy?

A Policy is a statement, verbal, written or implied, of those principles and rules that are set by Board of Directors as guidelines on organizations actions

The purpose of the policy is to enable the management to relate properly to the organization’s work and its objectives

Policy =What is and what is not allowed e.g Buffet

• Give people why the policy exist gives positive spin on policy

Policy

What is a Policy?

The existence of practical and comprehensive policies tends to increase efficiency • Decisions made within a policy framework have a

higher probability of being synchronized with other decisions within the cooperative

A policy is a predetermined course of action established as a guide toward accepted objectives

What is a Policy?

Vision Statement“what we want to become”

Mission Statement“who we are What we value”

Goals & objectives

“How we measure our degree of success

Strategy

“how we will achieve our vision”

Policies &Procedures

Communicating Purpose to Stakeholders

Mission, Objectives and Procedures.

how it relates

Policies

Develop good policies that enhance rather than hinder the chances of achieving the cooperative’s objective

Proce

dure

describes how it should be done

a policy lays out what the BOD wants management to do

Policies differ from procedures in the sense that procedures provide standard methods by which work is performed and provide a check against deviations. They are subordinate to policies.

Whereas policy will contain the “what” and the “why”, procedures or protocols contain the “what”, the “how”, the “where”, and the “when”.

Policy vs. Procedure

Policies differ from rules/regulations. Rules are more specific than policies and they usually entail penalties for violation. Policy establishes a guiding framework for rules. Policies are broader than rules and they are usually stated in general statement.

they provide no room for managerial discretion

Policy vs. Rules and Regulation

"No smoking in the work area"

'Wash your hands before leaving the restroom"

provides emphasis

sets direction

signs by the board

detailing who is responsible for each policy and

what obligation that places on individuals employed by the organisation.”

Policies

Policies

steps by steps instructions to perform desired actions

provide direction regarding organizational practices and help implement standardized and repeatable processes

provide support for standard

compliance is mandatory

Procedure

Policy & Procedure Purpose

Together, policies and procedures ensure that a point of view held by the governing body of an organization is translated into steps that result in an outcome compatible with that view.

Together they keep you out of trouble!

Together they insure consistency under the law!

Characteristics of a Good Policy

Policies must be known and understood by all who are affected by them. Written policies are most effective because they are spell out what organization members should or should not do under a given situation.

• Policies should be stable. If policies are to serve as guides to actions, they should not be changed frequently. Careful study should therefore taken in formulating policies.

3. Policies must be consistent within the company at all levels and departments of the organization.

Policies must be sincere. • Policies are public

pronouncement of the philosophy and beliefs of the company. The wording of policies should include real intention, otherwise, they become mere writings on paper and meaningless in practice.

Policies must be realistic.• Present situations or conditions

must be considered if policy statements are to be implemented. They should not be a mere statement of ideals and commitments which cannot be implemented if conditions were different.

Policies must be joined up.• Policy making should be built around shared corporate goals and values, not around organizational structures or existing functions.

Policies should be future proofed.

• Reflects identified prospective trends and not only on past performance.  As is commonly stated: the past is not a guarantee of the future.

8. Policies must be goal based.

• Focus on outcome delivered without unnecessary emphasis on the method by which it is to be achieved.

9.  Policies must be inclusive.• Policy makers take as full account

as possible of the impact the policy will have on different groups who are affected by the policy. Brings together the view points of the regulator and the regulated to find the best middle ground.

Overall View of Planning and its Relationship to the Management Process

A sound HR policy should possess the following characteristics which are

also known as its principles:

FlexibilityA policy must be flexible and the usual words which are added in the policy to

make it flexible are “whenever possible”, “as the case may be”, “under usual

conditions” etc., It should provide for discretion so that subordinate manager

can intelligently apply the policy in a given situation. A rigid policy serves no

purpose.

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Characteristics Of A Sound HR Policy:

Easily understandable:A policy should be such that

everyone in the organisation understands it. It should therefore, be stated in definite, positive and

clear terms. There will be no problem in the implementation of policy

which is definite, simple, clear and easily understandable.

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C0nt……..

© Precise And WrittenA policy should be precise and

written so that all people understand it in the same sense. It is not an easy thing to write a policy. Policies can also be oral but written policies are of great help to the subordinate staff.

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C0nt……..

ConsistentThere must be a consistency of

sectional policies with the main policy. If policies are inconsistent or

contradictory, it will lead to confusion at the subordinate level. Thus different policies of the company should be in

harmony with each other. It should also be consistent with the public policy.

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C0nt……..

Fair And Equitable:A policy should conform to economic principles, business laws, equity and

justice. It must be fair to those who are effected by it, and should be in

accordance with the accepted business standards. It should be formulated with due regard to the interests of all the

concerned parties. i.e., the employer, the employee and the public.

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C0nt……..

Practicable:A policy should be such that it

is actually possible to implement it in real business

situations. Thus a policy should be founded upon

facts, and sound judgement.

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C0nt……..

Stable:Although some amount of flexibility in a policy is desirable yet, it is one

of the basic characteristics of a policy that it should be stable. If the

concept of flexibility is taken to mean as frequent changes in a

policy, the very objective of a policy is defeated.

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C0nt……..

©Review:On account of the dynamic nature

of business, it is necessary to review the policies at frequent

intervals. A decision is then taken as to whether the policies are to be modified, changed or

replaced by a new policies.

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C0nt……..

© Basic Policy Or Top Management Policy :

A policy laid down by the top management is a basic policy as its object is to achieve the basic goals of an enterprise.

© Middle Management Policies:These policies are called general policies

and they affect large part of the organisation.© Departmental Policies:

A departmental policy applies to routine activities of a department and it is used by the lower management such as supervisors.

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Types Of Policies

©Written And Verbal Policies:A policy which is written in the form of a

statement is called a written policy. A policy which is orally communicated is called unwritten policy .©Implies Policies:

Those policies which are neither written nor verbal but actually exist in a company are called implied policies.©Functional Policies:

Policies relating to various functional areas of management are called functional policies.

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C0nt……..

© Policy Manual:All written policies complied in a book

which is called a policy manual.Advantages Of Policy Manual:There is no misunderstanding or

misrepresentation of any policy.All policies are readily available for

guidance and reference.The implementation of policies can be

easily reviewed.

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C0nt……..

Authoritative

Enforceable

Flexible and adaptable

Feasible

Clear

Transparent

Consultative

DISTINCTIVE CHARACTERISTICS OF POLICIES

OrganizationalPolicy

Business/Operational

Policy

A. Organizational Policies

Procurement

Membership

Education & Training

Internal Control

Ethics

Human Resource

Board A

Board B

Board C

Board D

Board D

Board E

Impacts of policies

What results of policy do people “see”?

• Rules and regulations• Public/private agencies• People and personalities• Projects and programmes• Lack of policy

How do policies affect their livelihoods?

• Assets and people’s access to them• Range & viability of strategies open to people• Vulnerability• Outcomes

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THANK YOU