Supporting the Success of Aboriginal Business WELCOMES YOU…

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Developing Policies and Procedures Presented by: Wendy McKay, Business Development Officer Nishnawbe Aski Development Fund December 4, 2009

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Topics 1. Definition of Policy 2. Definition of Procedure 3. Reasons for Policies and Procedures 4. Examples of Policies and Procedures 5. Policy Categories - 4 categories 6. The Process – 7 steps 7. Main Sections of the Manual 8. Tips for Design of Manual

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Policy Definition -Apply to everybody associated with organization - State a boundary: inside the boundary, acceptable; outside is not - Make one liable for consequences for violations POLICIES TELL PEOPLE WHAT TO DO.

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Definiton of Procedures -Give directions according to which daily operations are conducted within the framework of policies -Describe a series of steps, outline sequences of activities or detail progression -Are operational and usually expressed in a directive tone. PROCEDURES TELL PEOPLE HOW TO DO WHAT THEY MUST DO

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Reasons for Policies and Procedures -Establish rules and guidelines -Clarify responsibilities and accountability -Define lines of communication -Outline benefits -Serve as arbitration device -Orientation and training tool -Outline hiring, promotion opportunities

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Reasons for Policies and Procedures -Provide planned training, education and staff development activities and regard them as an investment for mutual benefit of employee and the organization -Establish and maintain an “open door” policy -Recognize each person

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Reasons for Policies and Procedures -Establish appropriate objectives/standards for each position -Review regular performance of staff -Promote from within -Maintain salary scales -Maintain good physical environment

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Examples Policy No employee will hold a position, gain financially or carry out actions that result in a conflict of interest between the employee and employer Procedure Any employee in potential conflict of interest situation will meet with the president/CEO to discuss

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Policy Categories 1.Statement of belief/position/value 2.Risk Management 3.Rule 4.Aid to Program Effectiveness

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Statement of Belief/Position/Value Vision: to be the wholly owned aboriginal financial services organization, providing our people with a range of services superior to those offered by conventional lending institutions

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Risk Management All staff using the economic development office after hours must ensure the doors are locked when they leave.

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Rule No employee will hold a position, gain financially, or carry out actions that result in a conflict of interest between the employee and the employer

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Aid to program effectiveness Every employee is entitled to two (2) 15 – minute work breaks a day. One work break may be taken in the morning and one in the afternoon – unless otherwise approved by the supervisor of the employee

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 1 – Establish a Team Step 2 – What Policies do we need Step 3 – Prioritizing Step 4 – Development and Approval Process Step 5 – Writing Policies Step 6 – Tracking Policies through Development Step 7 – Policy Review

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 1 – Establish a team -Who will it include? ie. Board or committee, management, staff representatives

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 2 – What Policies do we need? -Where risks exist -Where values and beliefs need to be expressed clearly -Where the program isn’t effective

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 3 – Prioritizing -Committee should go through list in step2 and identify ones that need to be pursued as “to do” -Discuss the “to do” with some of the committee members -When you have the list - prioritize

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 4 – Development and Approval Process -What’s your business or organization structure like? -Find out how development will work in your business or organization and ensure you set out a process to follow the internal rules carefully.

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 5 – Writing Policies -Tone - directive -Tense – present tense -Voice – active voice -Use clear concise language

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 6 - Tracking Policies through Development -policies may need to be finalized or will need help to begin or other policies will be ready for annual review -A system is necessary to track all policies so nothing is overlooked through the process

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business The Process Step 7 – Policy Review - Policies should be inserted into a review schedule. -Policy reviews should be due at different times of the year -Use files to organize your Policy reviews. Organize to so that you have time to consult with others, redesign and send for approval so policy is ready at 12 month mark.

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Main Sections of the Manual -The company -Hiring and Firing -Benefits -General Rules and Policies -Financial Policies and Procedures See handout for generic content list

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Tips for Design of Manual -Bound, 3-ring or automated binder -Page numbering – ex. Ch 1 – 1-1, 1-2, 1-3 and ch 2 – 2-1, 2-2, 2-3..easier when putting new policies in. -Tracking of revisions – mark pages with date (easier to decide if manuals are up to date) -Page format – Policy forms or written in full sentences. -Colour or black and white—economical to use black and white

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Tips for Design of Manual -Table of contents and index -Maps – physical location of your company, both internally and externally for parking or other services. -Questions and answers – New employees often have same questions -Information at glance – some info is hard to explain at normal text, charts and tables are sometimes easier to understand. -Phone listings – telephone guide in the manual for employees and related organizations. Ensure employees and management use the manual regularly

NISHNAWBE ASKI DEVELOPMENT FUND Supporting the Success of Aboriginal Business Thank You For Your Attention Please Do Not Hesitate To Contact Our Office For Additional Information or (currently under construction )