Dear Glenda,
In that case I recommend you creating Standard Operating Procedure (SOP) for them. In lieu of SOP, you can make work instructions also.
Do not issue memo as it has some negative connotation. While making SOP, give replies to the following questions:
a) Who will do?
b) What they will do?
c) When they will do?
d) Where they will do?
e) Whom they will approach in case of resistance from anybody?
f) What resources are permitted to be utilised?
g) What is the authority level? What they can do without asking their superiors?
h) When they do something that they were told to do then how will it create smooth working and it will be for whom?
g) Are there day specific instructions (i.e. Monday, Tues etc)
h) Are there any holiday specific instructions? Are there any festival specific instructions?
i) Are there any date specific instructions?
j) Are there any designation specific instructions?
k) Are there exemptions of any kind?
l) Are there instructions when large number of employees gather at one place?
m) Will there be any measures of performance? Who will measure and how will it be measured?
n) Is anyone required to submit any report? If yes, then to whom and at what frequency?
Hope the above questions are sufficient. By the way, it is duty of your HR manager to make this SOP. Hope he learns what to delegate and what not to delegate!
Dinesh V Divekar