How Can I Create an Effective HR Policy for a Growing IT Company? Seeking Advice!

I am working as an HR Executive with a growing IT company. I am the only person here handling all activities and implementing HR systems effectively. My MD has asked me to create a new company policy to streamline HR operations and company functions. I am a little bit confused about what type of new rules I can implement that would be beneficial for the company. How should I draft this policy to ensure its effectiveness?

You should go through all the business legal aspects of the policy or hire a legal consultant for vetting the Company Policy legally before implementation.

Thanks & Regards,
Sanjeev Baliyan
Advocate & Consultant
Clairvoyant Advocate & Consultants
Noida
[Phone Number Removed For Privacy Reasons]

Understanding Policy Creation

The policies you create will have two aspects: statutory (required by the government) and internal policies (travel, recruitment, appraisals, training). See which policies exist and which are required to be in place. Accordingly, you can start work on them.

Talk to your management to assess what policies they want to put in place or change. This is because "smooth working" can mean anything from office timings, leave, medical benefits, career progression, to rewards and recognition.

Hope this helps.

Regards,

In this site, you will find an employee handbook. Refer to it to get an idea of how to proceed. There are many policies available on this site that you can also refer to. If you have any specific needs that need to be discussed, please feel free to write in the forum. Members will be there to help you.

Yes, by working smoothly, your point is right. The existing policy is not up to par, and HR and other company tasks are not progressing properly. Issues are arising regarding what to discuss with whom or whom to report to for leave matters. I am contemplating creating a policy that could benefit both the company and employees.

Hello Professionals, Please guide me: should I create an HR manual or just an HR policy? Will any differences arise from this decision?

Thank you.

I am also working as an HR in an Engineering Consultant LLP company. Please help me to create company policies, salary slips, and manage legal formalities.

Dear Navjot,

First, you need to identify the issues arising in the organization that are hindering growth and smooth functioning. Every company, whether small or large, requires:

- Appointment orders
- A payroll process
- A reporting system as per the organizational chart
- Leave policies (PL/SL/CL)
- Gratuity, PF, ESI
- Group personnel accident coverage
- Group medical insurance coverage
- Conveyance facilities
- Restrooms and toilet facilities
- Canteen facilities
- Identifying training needs and engaging in training sessions with experienced trainers

Some of these are mandatory, while others are optional based on management's acceptance. Many registers need to be maintained, and personal files should be created for all staff.

You should sit with your MD to discuss these issues and consult seniors. Since some HR Executives are new to this field, it may not be possible to create everything on your own, but improvements can be made one by one on a priority basis. An HRD professional needs to be proficient in MS Office and filing systems as per ISO documentation. It is challenging to learn everything through this forum, so I suggest engaging a senior HR retired person as a consultant for a year to share their experience. During this period, you can also learn how to write and maintain records.

I hope this is clear now.

Regards,

Dear Navjot,

First and foremost, as your MD, I want to clearly set the context of the task I am assigning to you. I must emphasize that a policy is not merely a document dictating rules and procedures. The entire business must be involved, from top to bottom.

Stakeholders Engagement

It is essential to hear from various teams such as production, sales, security, finance, etc. Arrange sessions with them and communicate your intention to create a policy. Be specific about the areas you believe the policy should cover. Engaging with the union, if applicable, is also crucial as their involvement is key to successful policy implementation.

Minimum Legislation

Make sure to review your country's labor laws and any other regulations concerning employment relationships. This research will assist you in establishing company standards that align with legal requirements.

Policy or Manual?

I believe that an HR Manual is essentially a compilation of all HR policies. You should start by developing specific policies such as Recruitment and Manning Policy, Leave Policy, Disciplinary Policy & Procedure, Pay Policy, Policy on Women, etc. Once individual policies are in place, you can consolidate them into a comprehensive HR Manual.

Most importantly, engage people. Remember, you cannot accomplish everything alone. Trust me on this!

Cheers,

Dominic Marandu

HR Officer

Anglo Gold Ashanti

Tanzania

Dear Sathish and Navjoth,

Please understand, as directed by the seniors in previous posts, that while creating and implementing policies, you must be in accordance with state laws within which your organization operates. The kind of environment your management wants to build and sustain, formalizing and implementing policies that are beneficial to both the management and the employees is a grave responsibility.

You will either need to hire a Senior HR Manager/Professional or consult a legal practitioner.

Depending on the kind of work your company does, and in line with its long and short-term vision, mission, and plans, policies should be formulated and implemented.

There are many threads by seniors covering these topics many times in the past; please try to search the site first.

DO NOT just COPY paste matter; try to visualize the effects of any particular policy you are going to formulate after searching and considering policies from this site.

Please read these 2 Topics posted on this site; you may find many more by Octavious, Madhu, Mr. Narsimhan.

HOW TO START UP WITH HR

DEVELOPING HRD- MUST READ THIS FRESHERS

I wish you all the best in your efforts.

Regards,
Sourabh

Before introducing any policy, it should not be contrary to laws or discriminatory; its financial viability and objectives sought to be achieved should be sorted out.

Thanks