Setting expectations and establishing protocols are vital steps in ensuring that communication will be effective. Telecommunications: Some companies establish a telecommunications policy separate from other technology-based policies. To let you know why the company is introducing a new policy in the company, it is because [ mention the reason for introducing a new policy]. We want to ensure that our employees understand the limitations of using their corporate email accounts. To request permission for specific items, click on the reuse permissions button on the page where you find the item. 3. Employers should use several different communication means to announce and update employees when an organization faces bankruptcy, a restructuring or a downsizing. Kindly put your signature below if you are agreeing with the policies. Despite the difficulty of doing so, organizations should strive to collect qualitative and quantitative information to evaluate their efforts: SeeMeasuring the ROI of Employee Engagement. For example they may ask employees to do things which they dont actually have time to do. While the importance of communicating new policies and procedures is apparent people can only follow policies and procedures if they know about them doing so isnt always easy. } It is mandatory that each employee in this organization show maximum respect to every other person in the organization and other contacts in a business context. Builds employee morale, satisfaction and engagement. Effective writing and presentation skills. . This means if it lives on your intranet, for example, they have to search through many pages to find the information and thats if they even know to look for it in the first place. Communication is a vital management component to any organization. Thelearning platformrepeats questions which staff have answered incorrectly until they get them right. It should describe the appropriate use of business emails and further clarify the company's need for a strong email policy. 297 Kingsbury Grade, Suite 1180 However, because they are out of touch with the day-to-day tasks which employees have to complete they end up missing things or not coherently following a realistic journey. This is to inform all the employees that company has decided to change its policy with regards to the late comers and this will be effective from 1 st July, 2016. The introduction explains the purpose of the policy to the reader. The policy has been updated following a review that recommended best-practice actions be implemented to keep our data secure and to enhance the physical safety of our employees. SeeLayoffs Require Communication, Compassion and Compliance. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Refers to the exchange of ideas and communication within an organisation. Our esteemed company that is [ mention the name of the company] was planning to organize such a policy for a long period of time and now it is the time to announce it. During uncertain periods, policies and procedures give your staff guidance and clarity. Other methods of communicating policies and procedures in the workplace can include: There are, however, some limitations with these communication methods when youre considering how to inform staff about changes to policies and procedures. They may have an emotional reaction to change, and they may also feel that the changes arent practical. Whether the purpose is to update employees on new policies, to prepare for a weather disaster, to ensure safety throughout the organization or to listen to the attitudes of employees, effective communication is an integral issue in effective management. specifies that communication with the physician is done verbally. NPP D2 3.0 Tub Baths/Showers and Nail Care Re-titled to "Tub Baths and Showers" (as bathing Baggage fee will be reimbursed. } Here are 10 real examples of workplace policies and procedures: 1. If you are looking forcompliance management softwarewhich will ensure your policies and procedures are always adhered to. I hope that the above-mentioned new policies will groom [ mention the organization name] in a positive direction. This will change the atmosphere of our company in a positive way. The telephone is another way to communicate information to employees. Print it out and laminate it and place it in popular communal areas. External communicationsincluding public and community relationsmay also be a part of an organization's communication strategy. Both methods have advantages and disadvantages. As a part of the company everyone is required to accept this new policy and should follow the new rules and regulations of our esteemed company that is [ mention the name of the company]. Policies and procedures are an essential part of any organization. Listening to employee issues and concerns builds loyalty and drives improved productivity. The only problem with that is that employees could say that they have read it when they havent even looked at it. When Giving References, How Truthful Can You Be? Be clear in what you are writing about the policy change and take all the necessary approvals from management before circulating policy changes. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. You can do this by communicating the proposed new policies and procedures and providing them with a sample of what it will look like. In case, if anyone has any doubt or queries regarding the policies of the company, we will address to them with suitable action. When youre introducing a new policy that has been approved by management you should: New employee policies should be announced in a way that is guaranteed to be seen, is easy to understand and can be easily found again if people need to refer back to it. Depending on the nature of the policy or procedure thats being changed, there could be legal and financial consequences if your organization does not comply. Having a voice is a critical employee relations issue that affects satisfaction and engagement. Electronic communication is a fast and easy way to reach many employees at once. In addition to this you will get the idea of how to do everything properly in the company. Our security policy has been updated to reflect new systems that have been installed and new protocols that we now require staff to follow. Departmental Communications Policies must operate within the spirit of this policy and deliver, as a minimum, the specifics articulated in the Framework below. A comprehensive disaster plan, complete with communication strategies and standard policies for dealing with emergencies, should be a requirement for all organizations. Social media platforms are major sources of generating big data by . I [mention your name] working in the position of HR in [mention the name of organization] have been entrusted with the responsibility to highlight on the new policies that would be effective on [mention the effective date]. A set of communications and actions intended to facilitate the clear understanding of a . On a more personal level, by discussing updates and changes prior to making them, you not only show your employees that you respect them enough to keep them informed (which is reason enough on its own), but you also help ensure they understand the value of whats being proposed (and getting employee buy-in early on will be of huge benefit down the road). Download Construction Policy and Procedure Template - Word. Introduction to the Email Policy. Effective policy management enables compliance and ethical business. While most employee handbooks traditionally have been produced in print format, more organizations are moving toward an electronic format, allowing for easy updating, documentation and review, especially when all employees have access to computers. Diverse audiences may have different perceptions and expectations when giving or receiving information, and these differences should be considered when developing messages to a broad audience. To contribute your expertise to this project, or to report any issues you find with these free . There are many benefits of this policy which includes provides a means of communication to new workers, provide a clear framework for decision making, demonstrate good faith that workers are treated properly, provide an amazing method to deal with different kind of problem, provides knowledge to the workers that what is expected from them, for example, behavior and performance standards and many such things which will do good to the company as well as to the employees. Involving employees in the process provides them with the opportunity to ask questions and to give honest feedback about how easy your employee policy handbook is to understand and follow from their perspective. Communicating with Two Ears and One Mouth. If you follow all the rules and guidelines of this policy you will definitely get benefitted by this. Computer security. Our goal is to protect our confidential data from breaches and safeguard our . Find candidates. For wireless devices, it might simply be a requirement to have the device on during . Send compliance alerts - your employees must confirm that they have read the policy before they close the alert window. This will show your staff that you do value their opinion, making them feel more involved. Refresher and follow-up training should also be factored in if necessary. When the time comes to release the policy or procedure, its important to update everyone it touches (even if you already informed them it was coming). The description of the items or activities where the corporate emails can be used. Change is inevitable in business. For example, there may be logistical reasons as to why a certain step in the procedure couldnt be carried out which you didnt notice before. This policy will focus on the employees and will benefit them in many ways. This Employee Policy Manual has been designed to help new and current employees familiarize themselves with Widget, Inc.'s policies, procedures and business culture. Safeguard credibility to establish loyalty and build trust. Directive #1Written Code of Conduct: To assure the development and distribution of a written code of conduct as well as written policies and procedures that promote [Organization Name]'s commitment to compliance and that address industry-specific areas of risk. . Use adigital knowledgebasewhere you can upload it and staff can quickly search for it whenever they need it. The handbook is also used to communicate the organization's mission, vision and values, helping to establish an organizational culture and employment brand. I [mention your name] working in the post of [ mention the name of the designation] would like to announce the new policy in connection with [ mention the reason for introducing the new policy and that will be initiated from [ mention the date of announcement of the new policy]. Sending an email about a change of policy to employees helps you to have a record that employees were informed, in writing, of the policy change. All employees must be trained in the work they perform. These are the essential steps you must take to ensure that people are informed and understand the changes, and the implications of not following new protocols. You need to let employees knowbeforeit happens. The questions such as "who, why, what, when, and where of the policy" are addressed here (Enaohwo, 2020). There is no better way to cause resentment among employees than to ask them for feedback and then fail to act in response to their concerns. Please log in as a SHRM member. Oral Communication at Work: Which Is Best? A standard operating procedure (SOP) is a prefect example of a procedure; a SOP offers detailed instructions on how to perform a routine business activity. If you dont make an announcement before you change it, staff could still be following the rules of the old policy or procedure. Currently used by Virgin Media and Tesco Mobile Ireland to keep their compliance management under control. Making sure that staff are aware of them and understand them can be hard work. Example 1 : Sample Letter for New Policies And Procedures Company Name or Letterhead Address City, State Zip Date Addressee Address City, State Zip Dear Agents: Effective May 1, you can call extension 7788 for your medical insurance renewal changes. Need help with a specific HR issue like coronavirus or FLSA? Pricing. Be sure to clearly define the policy or procedure and explain why you implemented it, what problem it solves, why employees should follow it, and any other information you think they should know. These meetings are most effective when employees are physically located in one geographic area, but for some critical meetings, employees may be brought to one central location. Do this by email or try it on yourinternal comms software. Whether there is a new strategic direction for the company, new systems are implemented or new legislation affects your industry, company policies and procedures will inevitably be updated and changed. The type of message sent is a major factor in choosing the appropriate communication channel. One way to start communicating new policies and procedures is through email, an internal newsletter, or the like, but when possible, its best to follow up face-to-face. One of the most used and undermanaged tools for employee communication is the proverbial grapevine. On a practical level, communicating new policies and procedures before you implement them will help guarantee that everyone who needs to be aware of a policy knows about it, preventing any accidental noncompliance. In order to fully engage your staff, you need to make sure you take their ideas on board. Managers are responsible for daily communication with their employees and for relating to their peers and colleagues. One of the key aims of construction policies and procedures is to ensure worksite safety. Marketing | Branding | Blogging. Employers can elicit fast feedback through surveys and polls about specific issues (like a new benefit or policy) or general concerns. This should go beyond simply making yourself available if an employee wishes to provide feedback, it means actively seeking it out. There are many benefits of this policy such as ensuring that you are better equipped to defend claims of a breach of employer's obligation such as health and safety legislation, provides means of communication to new employees, provide an acceptable method of dealing with problems and complaints, provide a clear framework for decision making , Please confirm that you want to proceed with deleting bookmark. Procedures: the processes by which employees should deal with potential breaches of company policies. We achieve this through following certain physical security controls. ECRI Institute urges all members to consult with their legal counsel regarding the adequacy of policies, procedures, and forms. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Sub: Announcement of New Policy. $("span.current-site").html("SHRM MENA "); It might not only be your employees, but also stakeholders such as clients, partners and the wider community. Employers may also be limited in discussing employees' personal information; even in circumstances where there are no legal restrictions, employers are cautioned against breaching employee privacy in many circumstances. explaining the key points of the changes. 42 Richmond Street, New York. Employers must be mindful that whatever formal communication strategy is used, the grapevine still exists and will be tapped by employees at all levels. Create a suggestion box or a place online where staff can input their suggestions to improve the new update. The policies to achieve these objectives are derived from various financial best practices, state and federal laws, and regulations. 1. Even if you are communicating a new policy to employees using a template, email as a communications channel has become increasingly unreliable many people dont open emails because they receive too many each day, meaning important information is missed. 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