New HR in Manufacturing: What Essential Policies and Laws Should I Implement?

Dear All,

I have recently joined a manufacturing company in the HR Department. Previously, in this company, no HR department used to exist. I want to know about all the important laws and policies that can be implemented here. Please also share details of these policies and laws.

Please shed light on this.

Regards,
Shalini

Hello Shalini,

First of all, let me wish you good luck on your mission. I, too, had joined a company where there was no HR. I was the first HR, and it was a good experience for me. I am sure you, too, will enjoy working as the first HR there.

First and foremost, you need to have an attendance register for all the employees. Discipline is one thing that must be followed by all.

You need to have the following policies:
- Work Timing Policy (8 hours of work excluding breaks)
- Leave Policy (Casual leave, Earned leave, Maternity leave, Leave carryover, Encashment, etc.)
- HR Policy
- Communication Policy
- Visitor's Policy (Visitor's Entry and Exit book)
- Housekeeping Policy
- Accident and Medical Insurance Policy (Any accidents occurring during working hours)
- Benefit and Incentive Policy (Health Insurance, P.F., Gratuity, work incentives, etc.)
- Compensation Policy (Salary, OT, Leave encashment)
- Hiring, Retention, and Termination Policy.

Regards,
Joylyn

Hi Shalini
You can follow this too:)
Employee Recreation:
1. Wishing on birthday team celebration.
2. Picnics.
3. New year Celebration.
4. Library facility or British Library account.
5. Diwali gifts/sweets.
6. Team dinners/outings.
7.A word of encouragement on achievements of the employee towards company's growth.( Best employee of the month)
Regards,
Joylyn

Hi,

Thanks a lot for your valuable inputs. Please shed light on the leave policy.

As per my leave policy, I have provided 18 privilege/earned leave, 12 casual leave, 10 holidays for festivals, along with 3 restricted holidays. Could you confirm if this is acceptable? Additionally, please explain the criteria for availing earned/privilege leave.

In my previous company, employees could take earned leaves after 120 days and casual leave immediately.

Regards,
Shalini

Dear Shalini,

For every new joiner, the leaves will be calculated on a pro-rata basis. You can allow them to avail leaves after 60-90 days. As such, there is no rule that you cannot avail leaves after joining. However, if employees tend to utilize all the leaves within 2 months, they might end up taking leave without pay as well.

To keep a check on the leave policy, you can also have leaves on an 'Earn and avail' basis. You have 18 PLs, which equates to 1 1/2 leaves per month.

Regards,
Aditi

Hi,

Please check the employee handbook. All necessary information is provided in this resource.

Regards,
Joylyn

Hi,

The information is really useful. I have also joined a newly established company where I have been given 21 PL, 10 CL, and 12 SL. PL can only be availed after confirmation.

My query is regarding the company policy. One cannot avail more than 3 CLs unless a proper reason is given. In the case where someone is taking leaves exceeding 3 at a time, and the department head is authorizing it, what should I do to regulate this? Although I have distributed the manual and people are now following it, is there a tool from an HR perspective to monitor this?

Regards,
Poonam

Hey Poonam,

You can consider the extra leaves as PL's in this case. I am surprised to know that you have almost 43 leaves + public holidays. I would love to join such an organization. 😄

Regards,
Aditi

Hi Aditi,

Thank you for the reply. I'm from a media company, and it is as per the industry norms. :P

I also wanted to know if there are any HR tools that we can apply to regulate these leaves. I mean, if I want people not to take so many leaves at one go as it hampers the work, how can I do that.

Cheers,
Poonam

TABLE OF CONTENTS

1. MESSAGE FROM HR
2. VISION STATEMENT
3. MISSION STATEMENT
4. EMPLOYEE REFERRAL SCHEME
5. WORKING HOURS & WEEKLY OFF
6. FESTIVAL HOLIDAYS
7. EXTENDED WORKING / COMPENSATORY OFF POLICY
8. LEAVE POLICY
9. DRESS CODE
10. LOCAL CONVEYANCE
11. DOMESTIC TRAVEL ENTITLEMENTS
12. OVERSEAS TRAVEL RULES
13. FOREIGN TRAINING POLICY
14. PROCEDURE FOR OUTDOOR DUTY AUTHORIZATION
15. SECURITY POLICY
16. SEXUAL HARASSMENT POLICY
17. WEB USAGE POLICY
18. IT RULES & REGULATIONS
19. SEPARATION FROM EMPLOYMENT
20. REIMBURSEMENT POLICY
21. HR MANUAL
22. LEVELS AND THEIR BENEFITS & ENTITLEMENTS
23. INDUCTION POLICY
24. EXIT INTERVIEW POLICY

Please ensure that there is a single line break between each section for better readability.

Hi Poonam,

Certainly, I can assist you with providing a format for an HR manual and its contents. Creating a comprehensive HR manual is essential for outlining policies, procedures, and guidelines within an organization. Here is a basic structure you can consider for your HR manual:

1. Introduction
- Company Overview
- Mission and Values
- HR Manual Purpose

2. Employment Policies
- Recruitment and Selection
- Employment Contracts
- Equal Opportunity Employment

3. Employee Benefits
- Health and Wellness
- Leave Policies
- Retirement Benefits

4. Workplace Conduct
- Code of Conduct
- Anti-Harassment Policy
- Discipline and Termination

5. Training and Development
- Training Programs
- Performance Appraisals
- Career Development

6. Compliance and Legal
- Employment Laws
- Data Protection
- Health and Safety

7. Appendices
- Forms and Templates
- Glossary
- Contact Information

Feel free to customize this structure based on your organization's specific needs and requirements. Let me know if you need further assistance or have any specific questions.

Best regards

Hi Poonam,

I would suggest reviewing the number of leaves the company is providing. It's good, but there are too many. :) You can certainly put a restriction on it, such as a maximum of 4 CL's that can be availed at a time. CL's and SL's cannot be clubbed with PL's. More than 3 SL's will require a medical certificate, and so on. This will help you manage the workforce in the office, else employees will be on long leave quite often.

Regards,
Aditi

Hi Shalini,

I think that you have actually allocated a lot of leaves towards the Casual Leave quota. What we follow is 4 Sick Leaves, 6 Casual Leaves, and 12 Earned Leaves. The earned leaves calculation starts upon the probation getting over. Apart from this, we give 10 holidays a year. However, the number of leaves allocated depends upon your firm's existing policies as well.

Regards,
Sajal

Yes, Aditi,

I know there are a lot, but they are as per the industry standard and have already been approved. Also, using these tools to keep check. But how to bring those higher-level officials in check who keep approving these holidays, as they think their employees are working too hard. You see, my departmental people have become more generous than HR. :roll:

Hi,

Don't you document the leaves taken on a leave application form? This is one way to keep track; also, ask the employees to get the form approved by the Head of Department (HOD).

You will need to take action if no leave forms are submitted to HR. Once this is done, employees will start following the process.

Hope this works...

Regards,
Aditi

Hi Shalini,

You have mentioned the policies in all fields. Could you please provide an overview of the company policies that need to be maintained?

Goodbye

Hi Aditi,

I have implemented that also... 😂 But my departmental head and even my president are too generous to deny the requests.

Regards, Poonam

Hi, Shalini and friends,

The most important policies to be implemented are as follows:

1. You must first implement what we call "the basic regulation list," which includes various aspects such as recruitment and HR planning policy, training policy, leave policy, payment, incentives, and allowance policy. It is essential to note that incentives are divided into two sections: those given to employees by law and those provided by the company to create an attractive environment, etc.

2. You must establish a salary structure with different scales to ensure job satisfaction and to scientifically build a solid structure.

3. You must have a job chart.

I can provide more information at another time.

Best regards,
A. Rahim

Hi Poonam,

Unless and until the management supports the HR's decision to implement certain policies, I doubt you will be able to do it. Try to convince them about the negative impacts of not tracking the leaves on time, as the company might have to encash the leaves after a certain duration. If leaves are not tracked properly, the company might end up paying a huge sum for every employee.

Also, reassure them that they can have some kind of reward policy for efficient employees, so that they are motivated to work better.

Remember, you are a one-man (woman) army as HR. So, fight it out, lady!

Good luck.

Regards,
Aditi

Hi all,

This is Javeed. I have joined this group today, and I find the information shared in this group pretty awesome. I have read all the comments on leave policies. I would appreciate it if someone could describe the basic difference between Privilege/Earned leaves and casual leaves. Can someone provide some insights on salary breakup?

Thanks in advance.

Javeed

Hello Everyone,

Everyone is looking for an Employee handbook. Well, I had attached a few docs initially. Please check the link below: https://www.citehr.com/2-vt26562.html?start=10.

Regards,
Aditi

Hi Nirmal,

I am working in a manufacturing concern in Noida. Where do you work?

Regards,
Shalini

Dear All,

I have recently joined a new organization where we have 12 casual leaves, 12 privilege leaves, 12 sick leaves, and 12 public holidays. Apart from this, we are off on the 3rd and 4th Saturdays.

Regards,
Shalini

Dear Mr. Peer Mohammed,

Most of the forums I find that you give comments with some generic link containing many similar discussion threads. Looking at the number of posts and the experience you have, we feel you can help many newcomers like me by providing very specific information or threads. We highly appreciate the time you must have spent to shortlist such threads, but it will be very useful to all if you give to-the-point comments. This is just a suggestion and it should not be taken otherwise. Keep up your good work. Thanks.