How Do I Create an HR Policy for a Company Embracing US Work Culture?

Dear All,

I have joined a new organization as HR and Admin. This is a year-old company. It's a corporate firm. As per the company, they are following US culture (like duty hours are not fixed, entry and exit time of the job is not fixed, lunchtime is not fixed, formal wear is not necessary, and so on). I am asked to think about HR policy since it is not there in the company as of now.

Please let me know what exactly needs to be in the HR policy. I have prepared HR policies in my previous company, but I have no clue as to what all things should be in the HR policy of a company that is following US culture.

Please help me since this is the first thing that my company has asked me to do.

Waiting for replies.

Hi Mannat,

You can check this; it might help you.

Tumpa

Hi Mannat,

Though the company is following the US culture of Flexi work culture, as an HR professional in the same organization, you need to take a step and present this to the management.

Firstly, ensure the number of working hours is fixed. If the company is following the US culture, working hours should be 8 hours (including the lunch break) and five days a week. Regardless of the time employees arrive and leave for a full-day presence, they should work a minimum of 8 hours. If an employee works for a minimum of 3 hours a day, mark it as a half-day; if it is less than 8 hours, mark it as a full day. Consider implementing a register for attendance if the company does not have access cards.

Secondly, establish a lunchtime from 12:00 PM until 3:00 PM, providing employees with sufficient time for their lunch breaks.

Introduce the Daily Status Report system, where employees leaving should provide a brief summary of their daily activities, including client follow-ups, new tasks, meetings, lunch breaks, and other activities. Develop a format for this report and circulate it internally based on the company's nature of work.

As it is a startup, postpone considerations regarding a dress code.

Introduce a leave policy and additional activities such as indoor games, birthday and anniversary celebrations, employee of the month/year recognitions, rewards and recognition programs, and a performance evaluation system to assess employee performance. Implement a proper performance appraisal system, welcome new employees with lunch or flowers, establish an induction system, consider employee welfare schemes, and offer training and development programs.

Conduct research on the internet to analyze the external market and adjust policies according to the company's needs.

Regards,
Priyanka Kaw

Hey Priyanka,

Thanks a ton for your suggestion.

One more thing that I wanted to know is, what all things need to be there in a Welcome kit?

Mannat

Hi Mannat,

In another thread, one of our friends has given a suggestion for the HR policy. Please refer to the same.

Regards,
Savithri

Hi Mannat,

In the Welcome Kit:

1. Appointment Letter
2. Any NDA or other paperwork to be signed by the new joiner
3. Notepad, Pen, Pencil (stationery items)
4. Company's HR Policy Employee Manual (Containing only policies that need to be known to the employee)
5. Holidays list
6. To collect the documents from the employee that the company had requested, such as degree, experience letter, relieving letter, payslip, photograph, ID proof, Passport, etc.

After the Welcome Kit (Few things that need to be done, if applicable):

7. If salary is paid through transfers, then open a bank account.
8. If you have insurance, complete the formalities.
9. Open the PF account.
10. Induction - Introduce the new employee to the immediate manager, project manager, and other employees.
11. To welcome him, you can introduce the new joiner by taking him to lunch with his immediate manager and one HR representative.

Regards,
Priyanka Kaw

Hi Priyanka,

I need your help in understanding the highlighted quote. What does it mean and what should be analyzed?

Apologies if this query or quote is unclear, as I have never used it before.

Thanks,
Ajith

Hi,

It's Prasanna from Bangalore. I want a contract labor agreement. If you know about this, please help me out.

Regards,
Prasanna

Hi Ajith,

What I meant to write was whenever you want to collect information about a particular topic, one can:
1. Consult friends or colleagues.
2. Search for information on the topic.
3. Even look for what other companies (preferably of the same industry) are following (if relating to some policies, etc.).
4. When you have collected enough information, even from 2 or 3 different companies, you need to study, analyze, or compare what would be best to implement in your organization. This means everyone should know about the rules, policies, procedures, culture, environment, and mindset of the company they are working for and accordingly, what can be fruitful for the organization and best for both employee and employer. By collecting info from different companies, I do not mean to copy the exact terms, conditions, language, etc., they are following. It's only for understanding and self-knowledge of what's going on in the market (different companies but same industry).

I hope I was able to clear your doubt. If not, please let me know. Maybe what I mean is not correct or the wrong practice to follow.

Regards,
Priyanka Kaw