Use a template's table of contents as a place to begin, adding and subtracting sections according to your company's needs. You will see that there are many more areas your manual can cover. Stationery and forms. During the session, ask about fees for work, such as reviewing your policy and procedure manual, who will do the work, and how long the review might take. That policy violates some states' labor codes, however. Here are some first steps in creating your own: 1. No matter what business, industry or market you are in, you are selling something: your expertise, a product or a service. Remember, policies do not just provide restrictions; they can offer freedom. The truth is that they may not. Sample Policy & Procedure Manual. Appoint a Policy Decision Team Are your employees guessing at what your company philosophy is? Policies that are too general may make it difficult to hold employees accountable for their actions. Relying on "understood" policies can lead to confusion and misunderstandings. Policies that are too specific and too rigid may limit your flexibility in certain workplace situations. For example, do you need an e-mail or texting policy, or can it be part of your communication policy? One of the main goals of your policy and procedure manual is to provide a clear framework for consistency in your workplace. Now it's time to brainstorm a list of what headings or sections your manual should include. Standardization of the format of your policies is a good first step in writing effective healthcare policies and procedures. Once you get a few names to consider, ask for consultations. Be sure you understand exactly why a form is used. manual relevant. Also, employers commonly encourage employees to submit business expenses promptly by stating that failure to do so will result in no reimbursement. those things that defines your success. Are you revising an old outdated manual, or are you starting from scratch? If your goals are more focused on best practices and core business processes, these manuals often look pretty different. You can customize these if you wish, for example, by adding or removing topics. You can change the wording of the headings or section titles as you go along. Many companies today face the security issue and waste of employee time that Internet and texting cause. There are so many different areas and tasks to cover – everything from patient care, to billing, to data security. When policies are worded, such that it is the employee's responsibility to take meal and rest periods, as described, and to notify supervisors if they do not take them, it reduces the employer's potential legal exposure. Those values are good ones, but when it comes down to making decisions for your company, those words are not enough. Easily manage who has permission to view and edit notes. Is that need already addressed elsewhere? For example, you can establish a team of HR administrators who have the ability to adjust and edit policies and make it view-only for the rest of the employee base. Policies that state that salary advances or loans will be deducted from an employee's final paycheck violate some states' laws. Chances are good that your business is somewhere in the middle. A well-written manual can improve your company by establishing clarity on guidelines, goals, and organizational knowledge, while enabling the team to focus on the company's growth and scale. A policy that allows a maximum of 1.25 times the annual accrual is sufficient. Some states set out specific time standards for meal periods and work breaks, and employers should clearly summarize these standards in their manuals. Does your company use a collection of forms as part of your regular day-to-day business dealings? Use this template to create a policy and procedure manual for your firm. Employers should include a so-called "safe harbor" policy that requires exempt employees to notify the employer immediately if they believe illegal deductions -- such as for partial-day absences -- have been made from their salaries. A procedures manual is always evolving, just get started and refine as you go. As with most professional services, experience and cost usually go hand in hand. If that is your goal, you're in luck because we've put together a guide on how to write an effective employee manual. These policies may regard substance abuse, smoking, sexual harassment, and workplace violence. Do your customers and employees know what it is? By including other templates and forms in your manual, you can be assured that your employee's correspondence conveys the professional look and consistency that you desire for your company. However, when not done properly, a policy and procedure manual could do more harm than good. However, not many employers are aware that a policy imposing a maximum amount of time on this leave (such as three months) can cause legal problems. How to Start Creating Your Policy and Procedure Manual. Start by writing a clear, and cohesive paragraph that quickly overviews the manual about what your staff expects from the organization, and what the organization expects from them. Instead, you can maintain consistency in disciplinary issues by specifying in the manual that violation of any company policy can lead to disciplinary measures up to, and including, termination of employment. An index is also useful when a manual is large, since your readers can look up topics alphabetically rather than wading through topics on the table of contents. It also can include forms and templates on proper e-mail etiquette. A strong company philosophy will guide you and your team in all aspects of business. Then upload the document and set the permission levels of … Who will read your policies? In the event of a legal dispute, external parties may need to review policy to determine whether appropriate expectations were set with employees. A variety of people may need to review the content you've put together in your manual. Under the Americans with Disabilities Act (ADA), employers may be required to permit an employee with a disability to take time off, if doing so will allow the employee to recover and then return to work. Why create an on-line policies and procedures system? This policy and procedure is neither an expressed nor an implied contract nor does it guarantee employment for any specific length of time. Delegate responsibility to an individual, working group, sub … The policies you make define your firm's standards for decisions on personnel and organizational issues. IT Policy and Procedure Manual Page ii of iii How to complete this template Designed to be customized This template for an IT policy and procedures manual is made up of example topics. To complete the template: 1. As a result, it is a strong building block for your policy and procedure manual. Policies answer questions that arise during unique circumstances. Either way, you will need a solid understanding of how your business functions before you can develop a policy and procedure manual. From a legal point of view, it is important to point out to your workers that the manual is not a contract and that it does not make promises about the length of employment at your company. A well-written manual can improve your company by establishing clarity on guidelines, goals, and organizational knowledge, while enabling the team to focus on the company's growth and scale. An effective mission statement answers these four questions: Your company's mission statement should not be a copy of any other statement. There are also a lot of policies and procedureswhich exist not because of what the organization wants but because the organization is legally required to comply with several laws and regulations. Well-defined policies and procedures, along with clear records, can help you follow and maintain compliance with legal and regulatory requirements. SharePoint is big, really big! As technology continues to remap the business landscape, be aware that you may have to make frequent updates to keep your manual up to date. Ensure that it's clear and understandable for the employees, and well-organized so they can find what you need. Write an introduction or "Forward" for your manual. Now it's time to do some research. Writing policies and procedures in healthcare is tricky. This section gives your staff direction on what to do in the event of a natural or man-made emergency. developing your own policies and procedures. What are the 7 steps to a Policies and Procedures Manual? But how should you begin? Choosing an online policy management software also means your policy and procedure documents will be easy to access from anywhere, anytime. The ADA requires a flexible leave policy that takes into consideration an evaluation of each individual case. Add your own device, visitor policy, password policy, sec… Since most companies focus on customer service, let's look at that category as an example. Consult your attorney for suggested wordings of your policy statement. Write an introduction or "Forward" for your manual. Avoid jargon wherever possible, especially when training new employees. Sounds great, right? It is recommended that in order to achieve a consistent look for policies, the documents should embody the corporate logo, an appropriate legal disclaimer, and the inclusion of all relevant policy sections. It offers 140 updated policies & procedures, human resource forms, labor posters, and job descriptions that will help you get started on a comprehensive office policy manual. If you haven't done so already, it is time to develop a strong statement that clearly summarizes your company's main beliefs and goals. If you are starting from scratch, you can look at policy and procedure templates online, such as templates from Microsoft Word or QuickBooks, as a starting point. They can be a compilation of the expertise and insights collected for your company over time, like call scripts or specific step-by-step procedures for day to day work. Be careful with "use it or lose it" vacation policies. Depending on the appropriate national and state regulations for your area, this section relates clear guidelines for safe behavior on the job, including the safe use of equipment and supplies. This chart shows who reports to whom in the company. Inconsistency in policy formats may arise due to decentralization of policies in many healthcare organizations. How much autonomy do you want your employees to have in dealing with your customers? Conduct and Behavior. Consider including an employee acknowledgment page in your manual. The first step is to write the policy and procedure manual and the next is to create a free account with Google Docs, a web-based interface that allows a member to upload documents and share them with others. HR Policy & Procedure Manual Template. Be careful with detailed disciplinary procedures that have an initial verbal warning followed by multiple steps. Start with when you have your first contact with your customers, the start of your sales process. For example, an incident of violent behavior on the job may be too egregious to get just an initial verbal warning. Focus your time building high-performing teams and less time managing the onboarding process. The National Labor Relations Board (NLRB) has determined that a rigid policy prohibiting the use of its electronic communication for any non-business purpose may violate union rights or "chill" union organizing, thereby violating the National Labor Relations Act. An important aspect of a modern effective policy and procedure manual includes the use of the Internet. To help you get started, here are a few suggestions: Organization chart. Policy Procedure Subject Research. You will use these goals to guide your wording for each section of the manual. The procedure manual should be written at a level that everyone in the laboratory can understand. Its purpose is multifold: to serve as a training and orientation guide for new employees, to serve as an ongoing reference for staff, and to serve as a risk management tool that lowers liability exposure in the office. Although these forms and templates can give you a good head start, they are not customized for your particular business, or even your particular industry. If you are starting from scratch, you can look at policy and procedure templates online, such as templates from Microsoft Word or QuickBooks, as a starting point. Often, employers want to put together policy and procedure manual similar to employee handbooks. Your policy and procedure manual can spell things out. Do you have one? Depending on your organization, this section gives details on hours, salary, vacation time, sick leave, benefits, and retirement. SharePoint is now the worlds most popular document management […] Most changes will not require you to publish a new manual, but you will need to make updates and amendments when appropriate. New products, new services often require new policies and procedures to go with them. However, your company should be careful in defining the behavior that violates the policy. Just as you did with your mission statement, use facts, not superlatives in writing your company story. After developing your mission statement, the next step is to include a company overview, including your key officers and staff members and a brief history of your company. Here are a few key steps: Make sure that a valid need exists for each new policy. The policies in this manual are guidelines only and are subject to change, as XYZ Company deems necessary. Your policy and procedure manual defines the rights and obligations of the employee and the employer. Internet and e-mails. Your policy and procedure manual can include details on what Internet use is and is not appropriate at the office. A Standard Operating Procedure (SOP) is a document consisting of step-by-step information on how to execute a task. Try this approach: tell your staff that you’re putting together a procedures manual, and how creating the manual will benefit everyone. Understanding Legalities Include a section on anti-discrimination policies. All business owners in … Consider adding guidance and steps to this Word template for software and hardware purchases and approved models and versions. Whoever you're writing for, you should do a thorough review of your policy and procedures manual with your audience's needs in mind and make sure it's accessible and usable for them. Identify the purpose of your procedure manual. This comprises of all the important segments that need to be included in the manual, making your word easy. Whether you are using a boilerplate -- or template – for your manual, or you are starting from scratch, your manual should be seen as a work in progress. A well-written policy and procedure manual can improve your company by establishing clear guidelines, setting goals and communicating organizational knowledge. Health and Safety. Harassment complaints may also be based on race, religion, age, and other areas. That employee felt empowered to live out Zappos' "above and beyond" service credo. policies and procedures. It is not enough to just hand the manual over to a new employee and hope for the best. Creating good policies takes time and effort, but you can increase your chances for success by remembering a few basics. This section includes information on how you select new staff and may also include termination guidelines for the firing of employees. Step 2 – Click the More Button. This section of the manual will outline the role of employees and how their positions fit into the overall organization. It is the often unwritten guidelines that employees are expected to follow. Instead, you could define "harassment" as "unprofessional conduct that is based on sex, race, or national origin." To get started with creating a manual, here are some of the key considerations. A harassment prevention policy is an important part of a policy and procedure manual. Your policies will need to be expanded, supplemented, and revised as your business grows, and as business conditions change. Use the blueprint style to create subcategories inside the manual and use a table of contents to allow for quick reference checks. After an IT security event, policies can aid in disaster recovery. Job descriptions. Consider the issues and goals to include in your manual. This section addresses issues of honesty (theft), of appearance, and of job performance. Also the provisions of the union contract will apply when they are different from those described in your policy and procedure manual. The description should include duties, decision-making authority, and supervisory responsibilities. Perhaps a brief addition to an existing policy will be enough to address a new concern. Write the procedure manual draft beginning with an outline. You also may want to add new headings or sections that pertain to your industry. At her husband's funeral, the widow related the kindness of Zappos to her friends and family. Inquire at your local Chamber of Commerce. Some states consider vacation and paid time off as a vested wage that cannot be taken away. The policy manual is a written expression of the rules governing the employer/employee relationship. While developing policy and procedure statements to create an effective policy procedure manual, some general guidelines for the procedure writer to keep in mind are: Explain new or unusual terms the first time they are used or in the definitions section of the statement. Research is a big part of the process of creating a policy and procedure manual. Personnel policies. You may find that some of your forms are not linked with any existing policy and are, in fact, not needed at all. Collect the information required to write your procedure manual, include legal, safety, and other issues pertaining to your industry. 2 ... A campus policies and procedures manual can quickly become out-of-date if an effective policy coordination function is not coupled with the effort. In the past, we primarily searched the Internet for clues as to … Here’s everything you need to create an effective office procedures manual template. Here are some other areas of legal interest that could be included in your manual, depending on your type of business: Consensual Relationships and Employment of Relatives, Programs Involving Minors (Office of the General Counsel Website), Research Misconduct and Other Policies Relating to Research, Time Reporting for Hourly Staff and Student Employees. In certain cases, you may want to skip certain steps on a detailed discipline process. It's time to turn your thinking around and to see the positive side of policy and procedure manuals. What do you want them to know about you and the founding of your company? Well-thought-out and well-written policies also protect the legal interests of your company. Many of them decide to stay. UTILIZING THIS MANUAL The policy and procedure manual is essential to the efficient operation of every medical practice. State and federal employment laws change frequently. Keep your policies and procedures up to date. Using a strict legal definition for harassment policy restricts an employer's ability to put a stop to inappropriate behavior before it goes any further. That way, everyone can get started quickly. Most of the work happens before you ever begin to write. Although we hope we have a long-term employer/employee relationship, please be advised that either you or XYZ Company can end the relationship at any time -- with or without notice, with or without reason -- to the full extent allowed by law. However, your company can change all that. According to a 2014 survey by Robert Half Management Resources, 32 percent of the more than 2,100 chief financial officers interviewed said non-business-related Internet use is the biggest time-waster at their workplace. online course in How to Write Effective Policies and Procedures, Your Policy and Procedure Manual Revision and Update, Tips for Creating Effective Policies and Procedures, Why Your Organization Needs a Well Written Policy and Procedure Manual - And How to Create One, The Importance of the Review Process for Policy Manuals, Financial Analysis: Defining Liquidity and Working Capital Management, Business Management: Benefits of Teamwork, How and When to Release a New Business Product, Basic Punctuation Usage Everyone Should Know, The Role of Brainstorming in Persuasive Writing, Preparation for Developing a Millionaire Mindset: How to Keep Passion in Your Life and Work, Major Points of Writing the Body in Persuasive Writing, Understanding the Process of Outlining, Designing Plan, and Including Budgets in Strategic Planning, How to Properly Write a Personal Business Letter, Writing Basics 101 Spelling, Grammar, Punctuation, Writing Structures, Financial Analysis 101 Planning and Control. Hiring Practices. The woman was returning boots she had ordered for her husband just before he died in a car accident. When you look at it this way, the process of developing a policy and procedure manual is a way of streamlining your business. Organizations create policies and procedures manual to house their best practices, core business processes, and policy documents. In other words, what do you want your employees to focus on when it comes to customer service? What are your goals for customer service? An existing SOP may need to just be modified and updated, or you may be in a scenario where you have to write one from scratch. Your medical office policies and procedure manuals can be as simple or complex as you require, but it’s important to have them in writing so that you and your team are all on board with the vision you have set out for your new practice. Usually, in manual form, a company policy template helps you standardize employee training so you can concentrate on the company’s growth. Your policy and procedure manual should be organized so that the content reflects your company's philosophy and mission statement -- including your communication, products, and service -- along with the added benefit of maintaining employee job satisfaction and morale. -- Deborah Connors, with assistance from Meredeth Clark and Steve Zimmerman, C.P.A. The intent of the authors is not to prescribe the processes and policies described in the sample manual, but to provide a template that will make it easier for organizations to create such a manual than if they were starting from scratch. Use a template's table of contents as a place to begin, adding and subtracting sections according to your company's needs. Here are 10 common mistakes and how to handle them: Be aware that your manual is a living document and is subject to change. They may work against you. Here are a couple of ideas to get you thinking: As you consider these points, you will soon see that they reflect your mission statement. Materials in Notejoy are accessible through web, desktop, and even mobile devices so your employees can easily search for content even when they're away from their desk. I know this sounds simple, but start at the beginning. Every company has their own policies which depend on the management style and goals of the organization. Using a single source of truth as you write policies and procedures is another way to simplify the process. In other words, policies are "what" a company does or who does the task, why it is done, and, under what conditions it is done. Yes, most of us think of policy and procedure manuals in a negative light. Document what you do when a customer walks in or calls you on the phone. Download. Step 1 – Find the Find and Select Button. but for your manual, keep your staff members, particularly your new hires in mind. Don’t worry about it. An employer may also specify in its policy that employees need authorization for overtime. If so, creating a policy and procedure manual can be the opportunity to make those unwritten guidelines written for all to see. Complying with your state and federal laws and regulations should be among the most basic functions of your organization. It also details what constitutes misconduct and how misconduct is handled. Therefore, employers should not have a policy that entirely eliminates electronic communication for non-work-related purposes. Top executives will often say something like, "That is not the way we do things around here." You should find the option to open this feature in the top right hand corner of the screen. When you make changes to policies, it happens in real-time so everyone stays in sync. What philosophy do you want your employees to keep in mind? Here are some examples of items you may include in a policy and procedures manual. "I have read XYZ Company Policy and Procedure Manual. From time to time, employees may receive notice of new or modified policies, procedures, benefits, or programs. Under most states' labor laws, an employer may discipline an employee who works overtime without permission, but cannot refuse to pay an employee who has worked unauthorized overtime. If they mention a company philosophy, they may assume everyone in their employ knows what it is. Unlike what you may have thought, a policy and procedure manual is not designed to control employees, but actually to empower them. A lot of work goes into developing every Bizmanualz Policies and Procedures manual. Even small businesses must comply with tax laws, and with both state and local zoning and licensing regulations. Employees chatting with each other came in second at 27 percent. It is a term for the basic beliefs by which a company runs. Although business philosophies vary from company to company, Marvin Bower in his book, The Will to Manage, offers the following concepts as typical components of a successful company: a fact-founded, thoughtful approach to decision making, sensitivity to changes in the business environment, employees judged on the basis of their performance. If your policy defines a "hostile work environment" in the same way the law does, then any policy violation of the policy will be a violation of the law. You also can look online for templates you can download, such as Microsoft Office Policy Manual. The creation of a Identify who will take lead responsibility. With this wording, an inappropriate joke would violate company policy, not the law. Digging Deeper: Other Legal Considerations for Your Manual. I have found it easy to flowchart or use diagrams to help you put together a policies and procedures manual. The Forward can be in the form of a letter from your company president, and it should clearly describe the company's philosophy and objectives. Forget overdone words and phrases that everyone else uses – such as "visionary," "world-class," "cutting edge" and "outstanding" --and boil it down to what makes your company, well, your company. Don’t let your business fall into the same trap as the now-defunct fashion company. Finally, you will disseminate your documents and train users in the new policies and pro… Clearly defined policies and procedures help your company run more efficiently, and help you make fair decisions. Avoid focusing on an overly legal definition of what constitutes harassment. That’s because an operations manual contains information about the company, the company’s hierarchy, roles and responsibilities, business policies, and key facts regarding processes and procedures. Depending on the length of your manual, you may find it helpful to include to both a table of contents (in the beginning of the manual) and an index (at the end). Use the templates to guide you through the process of writing a policy and procedure manual using the sample policies as starting points. Depending on the culture you want to establish in your organization, and the specifics of your business, your policy may be short or long, or contain more or less elements than some fo these others. This page would include a brief statement and a place for the employee's signature and date to verify that the employee has read the manual, agrees to abide by the policies and understands the procedures. A strong company philosophy will ensure that everyone from executives on down to hourly employees will have a basis upon which to conduct company business. All policy and procedure manual templates include the company’s best practices, the core descriptions for business processes, and the standards and methods on how employees should do their work. You can have printed copies available in designated areas at your place of business, and you can have updated copies available online.