Handout 9: Organisational policies and procedures PowerPoint presentation Understand employer organisations Handout 9: Organisational policies and procedures

Policies They are formally documented. Policies specify what must be done in certain situations. They are usually written to meet various regulations and pieces of legislation. These will specify what the organisation will do to ensure the legislative or regulatory requirements are met, eg for health and safety training and development equal opportunities. Policies often give rise to step-by-step procedures for action being written.

Procedures Procedures are the steps that must be followed to carry out certain tasks. Organisations write procedures for staff to follow to ensure that a specific job or task is completed in a set way to ensure the same outcome. This means that any new member of staff can follow the procedure and carry out a job from beginning to end. Procedures can help with organisation, legislation, safe working, clarity of roles, clarity of requirements and quality assurance.

Reasons for procedures It is good practice to formalise and document company procedures because they: provide greater clarity of roles and requirements for staff quality assurance and improved organisation ensure consistency across the organisation legislative requirements are met can be used in staff training.

There will usually be procedures to cover the following activities: safe working procedures fire, accident and emergency stock control and maintenance sending and receiving information fax, email, post reproducing information job sheets, work instructions house style and presentation storing and retrieving information: paper based and electronic use of telephone. The procedure on the use of the telephone may describe how it should be answered, how it should be used safely, how faults should be reported and how it should be cleaned and maintained. Procedures may also be written to ensure that quality requirements are consistently met. Procedures are also written to ensure that health and safety rules are applied and followed so that accidents do not happen and that you can work with other people in a safe and healthy environment.

Organisation rules and regulations Rules and regulations may exist in an organisation regarding: holidays the sickness reporting and scheme maternity and paternity rights employee information and consultation, on health and safety for example relationships in the workplace the monitoring of internet use confidentiality and data protection use of telephone for personal calls use of company vehicles health and safety and general safe working practices what constitutes misconduct. Your immediate responsibilities at work will be contained within your contract of employment. However, you will also be subject to the organisation’s rules, regulations and codes of behaviour to ensure you meet the standards that the organisation expects.

Codes of behaviour Codes of behaviour may exist on: dress code, eg no jeans accepting and giving gifts conflicts of interest office, eg clean desk policy, use of passwords customer service.