Merging Companies: How Do We Create Effective HR Policies for Our New Team?

Hi all,

Please help me in framing HR policies for our company. We are an automotive engineering services company that has recently merged with another company. Could anyone help me by suggesting policies and indicating the areas that should be covered?

Regards

Hi Brother,

Please let us know the specific policies you plan to draft. Maybe you can start with the employee handbook, recruitment, policy on leave, etc. Be a bit more specific.

Regards,
Bishwajeet

Thank you, Bishwajeet.

Since it is a one-month-old company, we are now in the initial stages of HR activities. We need to start from scratch, so it would be helpful for me if you could provide ideas on how to frame policies.

Regards

Dear Sahil,

I am not sure how things are done in India, but here in Malaysia, it is pretty straightforward. You can just say something like:

"You are required to report for duty in appropriate business attire. Male employees are advised to wear full-sleeved business shirts and ties. Female staff are allowed to wear tailored pants. While on duty, you shall not wear any of the following:

i) casual clothing such as t-shirts, shorts, and jeans;
ii) casual footwear such as slippers, sandals, rubber shoes, or sneakers."

You can perhaps add a list of Indian formal wear (such as salwar, etc.) as an appendix in a section of the handbook or as part of the dress code regulations. Hope that helps.

Venkat

Dress Code

While we do not wish to limit your expressions of taste and individuality, we must all be aware that what we wear to work is a reflection of our own professionalism and that of the organization.

We ask you to dress appropriately to present a clean, neat, and professional appearance. Jewelry should not be excessive. On Saturdays, smart casual clothing is permitted. However, extremely casual dress is generally not considered appropriate for work. A professional appearance is especially important for those of us who come into contact with clients and/or potential customers on a regular basis.

Alternate dress code will be prescribed for field/customer-facing employees in Network, Sales & Marketing, and other areas.

Dear brother,

I will give you some hints for it. Don't implement directly tailor-made HR policy if you received from anyone because every company has its style. So, please study and note down your present company's practices and try to give them a new look with your HR touch.

Regards,
Deepak

"Hi all,

Please help me in framing HR policies. Our company is into automotive engineering services, and a newly merged company. Could anyone help me in suggesting policies and what areas should be covered?

Regards"

Hi, I am giving some hints to frame HR Policies. At the outset, we have to frame Service Regulations based on the Policies and aims and objectives of the relevant Company, whether it is an automobile engineering company or else. The service regulations must contain the following articles:

1. Preamble
2. Name of the company and its aims and objectives
3. Details of the categories of employees mandated to organize the Company to run the day-to-day business, keeping in view the policy of the Company.
4. Qualifications prescribed for each category of post, keeping in view the business of the firm or company that are capable of catering to the needs of the company for effective business processes. It is the prerogative of the Management of every firm to get the best employees by paying employees, providing benefits, and training employees.
5. Method of Recruitment (to be specified clearly what kind of methods the Company intends to follow in recruiting or creating manpower). The recruitment policy plays a key role in Human Resource Management. Utmost care has to be taken to frame the Recruitment procedures to safeguard the interests of the Company as well as the Employees' community. Transfers and postings are to be delegated to the concerned authorities for the smooth running of the firm. It should be specified about the staffing-workforce planning, specifying jobs and roles, Recruiting, outsourcing, screening applicants, interviews, written tests, oral tests, Group discussions, selecting or hiring new employees by virtue of their qualifications and experience for the benefit of the firm.
6. Training facilities provided by the firm to enrich the skills of the employees, either freshers or in-service employees, taking into account the needs of the company for the promotion of business activities. Training given to the employees is the best policy of every management. It provides career development, Employees orientation, Leadership development, Management development, Personal development, Supervisory development, Monitoring, supervising, Training & Development.
7. Job security and welfare of the employees' community. It should be appropriate if the Management of the firm ensures a safe working environment in the organization, i.e., safe facilities in the workplace, Employees Assistance programs, prevention of violence in the workspace, supporting spirituality in the workplace.
8. Wage Policy to be clearly embodied in the rules.
9. Career promotions accorded by the Company to attract the employees.
10. Performance Management to be specified. Performance appraisal methods have to be specified to derive good results from the employees. It is quite necessary to sustain high performance of the employees in the organization. Employees' performance Management, interpersonal skills, personal productivity to be defined and decided so that the employees will be taken care of their own duties and responsibilities effectively.
11. Welfare measures to be undertaken for promoting Employees' welfare, namely, Group Insurance, Medical reimbursement, PF, Gratuity, Risk allowances, Children's Educational needs, Staff quarters, Conveyance, Transport, Travelling allowances, Tour allowances, etc.
12. Disciplinary control to be specified clearly in the regulations.
13. Provision for appeals and representations to redress the grievances of the employees.
14. Employee benefits and Compensation as well as the Retiral benefits to be specified clearly for the well-being of the workers.
15. Regulation of the personnel policies and records, Employees' ethical values, Conduct of the employees, Devotion to duty, Employees' laws, and topics which are subjected to legal scrutiny.

Hope you may be satisfied with the above hints.

Suri Babu Komkula

Hi,

Framing HR Policy - Some Tips

Though there is no spoon-feeding that can be done in this regard, here are a few tips that may be helpful in framing a HR policy. A HR policy guides an employee from their joining to exit, so all aspects should be covered from induction to exit.

Based on common practices, you may cover the following:
- Joining formalities like employee code, ID card, workstation/cabin allotment, email, etc.
- Working hours/office timing, attendance cycle, probation, goal setting, confirmation, extension of probation.
- Dress code, CTC & non-CTC claims like local conveyance, relocation expenses.
- Personal information changes.
- Code of conduct & grievance handling mechanism.
- Communicating with Press/Media.
- Grade Structure/Levels.
- Base Pay, Allowances, Reimbursements.
- Retirals.
- Non-CTC benefits.
- Domestic/International Travel Policy.
- Deputation.
- Mobile Policy.
- Insurance.
- Loans, Leave, Holiday, Separation/Exit policy.

ALL THE BEST.

Pradeep Seraphim
VP HR, Jubilant Retail, Bangalore
09945045500

Hi,

Some of the policies you will need to decide on are:

1) Recruitment policy
2) Joining formalities, probation & confirmation rules
3) Compensation & Benefits
4) Leave policy
5) Training & Development guidelines
6) Induction policy
7) Promotion policy
8) Resignation Policy and so on...

Please let me know if you need further assistance.

Hi Bro,

No one will be able to provide you with their company policies. This is one of the most confidential documents in an organization. As suggested by others, first, you have to build a base for the manual. Determine what you require and who your target employees are.

Regards,
Deepak

Hi Tejesh,

Divide HR policies into 3 parts as follows:

1. Mandated policy
In Mandated: Recruitment, Salary, Attendance, Social Security, Medical Benefits, Holidays, Disciplinary action, Ethical values, PF, Personal Data, Dress code, Promotions, R&D, Identity cards, Bank account (salary a/c), Goal Orientation, Performance appraisal, Incentive planning.

2. Recognized as need
In Recognized: Training, Insurance, Loans, Telephone, Employee participation in Management, Conflict resolution, Internet/Email, Motivation, Relocation/Transfer, Team Building.

3. Change required policies
In Change required: Transportation, Education, Employee of the month, Corporate Events, Recreation Tours, Festival Bonus.

These are just outlines of some HR policies, and you can adjust them according to your specific needs.

Regards,
Tejesh

Hi,

I also need your help regarding the leave facility. Currently, we have a leave policy that allows for 1.5 days of leave per month, totaling 18 days per year, along with 2 optional holidays. However, we do not have sick leave provisions.

Could you please suggest a flexible leave policy, especially tailored for an IT organization?

Regards,
Manjiri K.

Hi Manjiri,

I am quite surprised that you do not have sick leave. Is this an organizational policy? What about the labor law policy on this? In my country, the labor law policy is quite standard for sick leave for both public and private sector companies, and this has to be complied with by all companies. It is as follows:

Up to 2 years of service

Up to 2 years of service - 14 days per year
>2 years and up to 5 years of service - 18 days per year
>5 years of service - 22 days per year

Please take note that this is all working days, not calendar days. Therefore, if a sick leave occurs on a public holiday (depending on the doctor providing a medical certificate), it must be replaced with a working day after it.

Maybe this information can help you establish a policy for your own company based on the above.

Hi,

Points to be noted for a good dress code:
- If it is a business meeting, always wear a full-sleeve shirt with a tie matching the color of the shirt.
- Always wear a leather strap watch.
- The buckle of your belt should be rectangular.
- Full-sleeve shirts or half-sleeve shirts should never have floral printing or very bright colors.
- Trousers should have either a flat front or pleated front (not more than 2 pleats).
- Do not put too many papers in your pockets (both shirt and trousers).
- Have a good haircut; no parting like Aamir Khan! ;)
Wishing you a Happy Official Dressing!
Chao!
Anand Shukla
CPD and Soft Skills Trainer
anandshukla5@yahoo.co.in