A workplace is like the ever-changing weather. There are days when a workplace is like a ray of sunshine that lights up the performance of the employees and even including the mood of a grumpy old boss. There are days when it’s breezy and even though both good and bad can be brought about by the wind, like a nasty smelling trash or whiff of perfume, it would just pass and the day still turns out just all right. If there are good and tolerable weather, there is, of course, an unbearable one like a weather that brings drizzle which eventually leads to a seemingly endless thunderstorm. Some workplaces are frequently pounded with an endless rain of issues and problems. And when it rains, what do you do? Look for shelter, right? Or probably open your umbrella if you are bringing one. Since workplaces are like the ever-changing weather, then what do you use as an umbrella to protect yourself from its uncertainty? Workplace policies are the perfect umbrellas for the weather-like workplace.
Workplace policies act as an umbrella when your workplace is nothing but a storm of issues or does nothing but emit harmful rays of the sun. There are a lot of issues that may occur in your workplace, like harassment and bullying that may happen among employees, between you as an employer to your employees or vice versa, health and safety issues, or the most common issue in this era is a social media policy related issues. Having workplace issues might not entirely stop the issues from coming but it surely protects you from all the possible harm that the storm of problems in the workplace might bring. Having a well-written and well-developed workplace policies is like having a sturdy umbrella that protects you from the winds that come along with the storm by withstanding the impact it brings.
There are a lot of benefits that policies bring. It can even protect the interests of both parties–employees and employers–and including the interests of your customers. Most of the different types of policies also have an equally different aim or goal. Some policies guide everyone in the workplace of proper behavior. Some policies provide a benchmark for excellent performance. Some policies set rules and guidelines in the making of crucial decisions in the workplace. Some policies would set protocols or a clear and automatic response in critical workplace situations. Some policies deal with the employees’ concerns and complaints alone. Some policies are catered to the customers’ interests alone. And some are for law compliance that protects the interests of your business and its people.
While this article contains thirty policy examples, this article would also tackle the different types of policies that most companies are required to have and implement.
There are factors that would trigger the weather that is why it would constantly change in a span of months, days, hours, and even in a span of a few minutes. The heat from the sun, wind, moisture, the oceans and seas, and even the North and South poles are factors of the changing weather. Workplaces are also like that. There are factors that bring about change in the workplace like issues between employees and clients and even issues between employees and employers. For every matter in the workplace, it is recommended that it is governed by a policy that would make things in the workplace manageable. Having a policy for every kind of matter that is expected to happen in every workplace is like having an appropriate clothing gear that would protect you against the ever0changing weather. But you always have to make sure the policies are not just made for the sake of having the policy to be implemented and that it complies to laws and that it is appropriate and effective to be used as a basis for problem-solving and decision making. Just because you already have an umbrella means that you are already immune from the rain. The question is, how sturdy is your umbrella and can it really withstand both the drizzle and the storm? How well-written are your policies that it effective when used to solve workplace issues and matters?
Since there is a vast number of problems and issues that could happen in the workplace, there is also a vast number of policies that would counter all of the possible problems and issues. Here are a few, specifically nineteen, of the possible workplace policies that will serve as an umbrella to your weather-like workplace.
It is a common scenario in the workplace that when there are problems, all of the staff would immediately address all of their concerns directly to the head or to someone from the top-level management. But with business policies, the subordinates will be able to solve the problems and issues that they can solve on their own and it will also clearly define what kind of problems they will only address to the management. Raising problems that can be solved by the lower departments to the top management can be a waste of time and other resources. For example, the top-management of a shoe boutique is busy with the planning and preparation for a sale event that is going to happen in the next three days. Suddenly, a staff raised a concern of a customer complaint regarding the wrong color and a wrong side of the shoe the customer had bought the other day. It is a common problem but the customer was making over-the-top reactions which caused panic to the staff since they do not know how to handle that kind of situation. Since they did not know how to handle the situation nor do they have a guide on how the should be handling it, they immediately addressed the problem to the managers and other higher-ups. Instead of continuing the preparation, the management would focus on resolving the customer’s problem. It is a waste of time and resources since the management spent time on things that could’ve been done first by the subordinates.
Business policies are very useful in solving workplace problems and issues since there is a big possibility that you will be encountering some problems more than once. Business policies help the business and guide the staff and in decision making and not actually providing and mandating a default action. Business policies guide the staff and including the management in decision making and not the Business policies is also a way for business owners to define their expected behavior and work performance of the employees. But this does not mean the employees would not be benefiting from this since it is also through the business policies that the employees will be able to meet their goals as well as meet their needs.
In this generation where the use of social media is not just on a daily basis but hourly, every management definitely needs something that would regulate its use and one could be the social media policies. Social media website can be easily accessed by anyone, and even if social media sites are being blocked in company computers and that phones are confiscated, employees will always sneak a way to check their messages and notification. Social media is also a medium for some employees where they can express and air out their complaint about their job which is inappropriate.
An effective social media policy makes it possible for the employees to know their responsibility while using any kind of social media platform. They should be aware that whatever they publish, whether good or bad, on any social media platform does not only affect the image of the company but as well as the employees’ since they are practicing bad ethics.
There is no standard for writing security policies simply because of the fact that the only constant thing in this world is change and as the world keeps on changing, the things that hamper the safety and security to a workplace are also changing.
Usually, security policies would contain the acceptable use policy which also consists of the company’s security measures just in case the security of the company or of the employees is at risk. It does not simply describe how the company should act once their security is at risk but it will also describe how it will be carried out when an actual threat is happening and how it will idescirbes its plans n company’s security policy may include an acceptable use policy, a description of how the company plans to educate its employees about protecting the company’s assets, an explanation of how security measurements will be carried out and enforced, and a procedure for evaluating the effectiveness of the security policy to ensure that necessary corrections will be made.
Imagine a workplace that has no attendance policies; unimaginable right? Employees would just be entering at any time they want and they would also be absent anytime they want. Attendance policies make the employees aware of their responsibility of having a regular attendance and when in case they fail to fulfill this duty due to valid reasons, like matters of health, attendance policies would also indicate what are the measures to cope up with the absence. Attendance policies would also indicate what are the consequences for failing to arrive at work on or before time as well as the rewards if the employee would have no absences and tardiness at all.
Privacy policies state how a business would be gathering, using, and managing data disclosed by their clients. It is the company’s duty to protect the data that is disclosed to them by their clients. They should also inform through their privacy policies that there will be third parties who will make use of the clients’ data and what information the company would be kept confidential.
Financial policies guide companies in the decision-making, regulating, and supervising the financial and payment systems of its business operations. It makes sure that financial stability is maintained. Financial policies would help the company in gaining more clients since the clients will lose the fear of the possibility that their finances will be put at risk.
Any financial problems would really cause ruckus anywhere and that even if there is, but with a business that has effective financial policies, customer satisfaction can be easily achieved since there would be lesser complaints and qualms. Financial policies also help in increasing cash flow in the business. It is because financial policies also manage the finances of the business.
Every business nowadays now operate utilizing the feasibility the technology brings. Most of the difficult manual work before is now easily done with the help of the advancements in technology. That is why it is important for companies that are technology dependent to have regulations when operating using computers and Internet. IT policies ensure that the data the company gains from their clients and even their employees. A company that has an effective IT policy would gain an advantage from the people who do not have their own.
Technology, no matter how useful, can possibly pose danger and online threats to the company. Data stored in a computer and data that is put up on the internet can be used by people who have sinister intentions for equally sinister reasons. Without clear rules and guidelines, the risk of dangers, like stealing, corrupting, and destroying vital information, also increases. This also increases the need for companies to implement IT policies. An organization without clear rules and guidelines in the usage of computers, emails, and the Internet risks is vulnerable to a variety of serious threats.
Petty cash policies help in regulating the use of petty cash funds. This makes sure that employees who would be using the fund will always secure receipts of their purchases. This also ensures that the petty cash fund is used for important reasons and business operations related and not for personal use. Petty cash policies enforce the importance of having a petty cash custodian who will be assigned to document the expenditures, keep all kinds of receipts and of course, keep the funds safe from irresponsible use.
Credit policies ensure that any possible problems that will occur in the collection of payment will have a solution. It is common problem that there are clients who would not pay their dues on time. Credit policies also identify how should a customer be evaluated in order to get an approval to apply for a creditor to continue their current credit application.
Health and safety policies in the workplace help in ensuring that the welfare of every employee is being taken cared of by every company. This policy outlines the approach on how a company would be managing the health and safety of every people working for the company. A company that does not have a reliable health and safety policy is not conducive for work at all since we know of the fact that health is indeed wealth and without securing our safety, we would not be able to work at all.
Business travels are now common these days since it helps strengthens the relationship between the company and its foreign investors. Travel policies help regulate the travels of every employee, including their treatment. Travel policies ensure that employees who are assigned to go on a business trip are ensured with enough allowance to spend on rides, airport fees, and hotel accommodations.
Customer service policies outline how a company would be dealing with their customers. Every business’ aim is to give customer satisfaction and that s made possible with the help of effective customer service. It would also contain the details on how every staff working for the company would be dealing with their customers and how they should behave when serving them.
Complaints from customers are not anymore new but that does not mean that you do not anymore need to have complaints policy. The more you get complaints about your business operation every day, the more you need an effective complaints policy that will help you in dealing with customers who will be complaining about either your products or services. Thorugh complaints policy, complaints are being taken dealt well by the staff assigned to cater and answer to the complaints of their clients. Complainants will be able to receive reasonable compensation and reasons. Complainants are assured that their complaints will be answered promptly and properly.
Employee policies indicate how employees should conduct and behave themselves in the workplace. These policies ensure that every employee working in the company is acting accordingly, and it also includes other guidelines like their vacation leaves, sick leaves, and even their pay.
Organizational policies prioritize the welfare of the members of an organization. It makes sure that the interests and whatever information disclosed by a member of the organization is kept safe and that it is only used for valid reasons such as record keeping and other professional matters.
Every employer must commit to helping his or her employees’ goals. Through appraisal policies, the company will be able to help its staff in achieving their individual goals and this will often result in a competent workforce that will help the company in return. Appraisal policies ensure that both of the party’s needs are met and accomplished.
Training policies are beneficial in making the employees equipped with the necessary skills in order to combat the daily challenges in the business operation. Investing in the enhancement of the workforce’s skill is a great investment. When the employees would reach their full potential, they will be a great asset to the company. Training policies make it possible to provide quality training and developments to its employees so that it will help them in providing the client an excellent service.
Insurance policies are useful especially in this world filled with uncertainties. Insurance policies help protect and secure you and your employees any possible losses you might experience in unfortunate events like the bankruptcy of your business or that one of your business branches are burned down by a fire. Insurance is considered as a perk by many potential employees; no one will apply for your company if you do not offer insurance to your staff members. Insurance policies ensure that the insurance plans are indeed given to the people who are ought to acquire it.
Quality policies ensure that every product and service that the customers receive from your business is not just enough to answer to its demand but it is also of quality. The tendency of some companies is that they prioritize the quantity of the products more than ensuring the quality that is why there are products that do not last long and services that bring a lot of complaints from the customers.
Quality policies also help in building good relationships and trust between the clients and this will also increase the number of clients a company has. Even if quality policies would only deal with ensuring that the business consistently offers quality products and services, this actually affects the relationship between clients and businesses. Once the client receives quality products and services, they will be surely availing the same products and services again and would even bring people they want to have the same experience as them.
Do you already have some of the most types of workplace policies? If you do, here are some of the characteristics that make up effective policies in the workplace.
1. Effective policies are action-oriented. Policies are of no use at all if it is impossible to apply and acted upon. Aside from that, it also makes the people affected by the policies to actively participate and fulfill their roles and responsibilities in ensuring that the workplace is orderly.
2. Effective policies are concise. Brevity is one of the characteristics that every effective policy has. An effective policy must always be relevant that is why in making one, irrelevant matters should not be taken into account. An effective policy must contain vital information without needing to be verbose. Policies are meant for anyone and not everyone can take in a lot of information all at once.
3. Effective policies are clear. Policies help in decision-making and if your policies are not clear enough, chances are, a lot of time will consume in deciding, interpreting, and wondering what the policies you have on hand mean or trying to say which will lead to eventually disregarding the policies since it is hard to understand.
4. Effective policies are timely. The saying “change is the only constant thing in this world” will probably bore you but that saying will always hold true to what we are always experiencing and that is changing. An outdated list of policies does no good to any business. This will only confuse the people whether they would adhere to the policies when they know that it is not anymore applicable to the modern times. Like ambiguous policies, untimely policies will also be disregarded. That is why it is encouraged to have policies that are consistently updated at least once a year updated.
5. Effective policies are enforced. No matter how action-oriented, concise, clear, and timely your policies are the management does not enforce it at all in the workplace, any workplace policies are rendered useless. Policies are meant to help solve problems in the company and without proper implementation, more problems will come in the workplace. Policies are meant to make people in the workplace aware of their A policy may be timely and correct but not properly enforced by management.