Need Help Finding an HR Policy Manual for My Organization – Any Suggestions?

Hi friends,

I am currently working as an HR Executive and I am in need of an HR policy manual for my current organization as a reference. Could anyone help me out, please?

Regards,
Poonam 😊

Employee Handbook

An employee handbook is a vital tool for setting forth the expectations and guidelines for employees within an organization. It serves as a reference point for employees to understand company policies, procedures, benefits, and expectations. A well-crafted handbook can help in promoting consistency, transparency, and fairness across the organization.

Key components of an employee handbook typically include the company's mission and values, code of conduct, anti-discrimination policies, benefits information, leave policies, and guidelines for employee behavior. It is essential for organizations to regularly update their handbooks to reflect any changes in laws, regulations, or company policies.

Employees should be provided with a copy of the handbook upon joining the organization and should be encouraged to familiarize themselves with its contents. The handbook should be easily accessible to employees and serve as a go-to resource for any questions or clarifications regarding company policies.

In conclusion, an effective employee handbook is a valuable tool for both employees and employers in promoting a positive work environment and ensuring clarity and consistency in organizational practices.

Dear Marsh,

I have a problem. I am working in a stockbroking firm and have established an HR department here. I have created HR policies for my company. However, the issue is that in my company, employees are very busy, and even new joiners do not have much time. How can I make them aware of the HR policies or HR manual?

My director suggests sending a soft copy of the policies to all employees on their personal IDs. I believe HR policies are highly confidential for any company. If I send soft copies to all employees, there could be a risk of misuse or copying by other companies. On the other hand, organizing a meeting for all employees to explain the policies seems impractical, and even if done, employees might forget the policies over time, requiring repeated explanations when implementing them.

I am in a dilemma. Can anyone help me with what I should do exactly?

Deepika

Hi Deepika,

Let me extend my wishes that you had implemented HR, and it is nice to see that you wish to establish an HR policy. Every organization grows with HR, and HR policy is very vital. Don't lose confidence; you can arrange for a meeting (you mentioned it isn't possible in a stockbroking firm). Nothing is impossible when you work sincerely and hard for it. Usually, the stock exchange closes at 3.30 pm, and you can arrange for a meeting at 4.30 pm with High tea. Definitely, people would attend if they are interested, especially if you send a cordial invitation through email or personally. You can then make an HR policy.

Try it and let me know the pros and cons. If it doesn't work out, please let me know the cause and provide some suggestions for my thoughts. Don't hesitate to email me at mohd.ariff@hotmail.com if you wish.

Deepika, in your message to Marsh, you expressed a concern about making employees aware of the HR policy in a busy stockbroking firm. Your director suggests sending a soft copy of the policy to all employees, but you are worried about confidentiality. You also consider arranging a meeting, although you doubt its feasibility and worry about employees forgetting the policy over time.

You are in a dilemma and seek advice on the best course of action. Could anyone help you with what you should do exactly?

Deepika

Hi Deepika,

A very valid question, and it happens to me a lot here too. How I have got around to addressing this is by having an earnest talk with my boss on why it is very important that the new associates first have an induction before I can release them to run amok for their respective managers. Some of the reasons I have given are:

1. Every associate needs to be aware of the code of conduct, salary paydays, leave policy, travel policy, reimbursement policy, mediclaim policy, etc. - after all, it's company policy.

2. It saves us a lot of time from explaining these nitty-gritties to them later. For example, in case of emergency travel or group health insurance, let me assure you that no matter how dedicated you are to your job, a day will come when you will refuse to take calls after work hours!

You will have other instances that are unique to your work areas, and I suggest you include every detail when you go and pitch yourself for this. You need to drive a bargain for your share of time with new associates because a lot of non-HR people think that we have nothing to do and we do nothing to churn revenues. Tell them this is your role, and you're doing your job, and you want to do a good job!

Also, every time you introduce a new policy, put it up on the intranet (please demand an intranet - it's not wise to send soft copies of the policies for the same reasons that you mentioned) and mail all or only senior associates (depending on the size of your company) to send their feedback by such and such a date - incorporate all feasible changes and then mail everybody to assemble on, say, a Friday afternoon and update all on the new policy.

Girl, in this department, you just have to fight and show that you are an important part of the organization - learn to drive the organization than have others drive it. Make all rules - whether recruitment policy, mobile phone use reimbursement policy, employee grades, mobile phone use, job descriptions, etc., and make sure all these policies get sanctioned by the CEO or whoever and have everybody stick to those rules! And please demand (read NAG) for an intranet... You cannot have people walking in and wasting your time with questions that can be answered by just reading the policies.

Ok, I think I got carried away - hehe - but I hope my reply helps... and DEMAND for an INTRANET...