How Can NGOs Strengthen HR Policies to Address Data Theft and Employee Accountability?

Policy Refinement for NGOs

I work in an NGO and aim to refine the contents of the existing policy, which is currently quite liberal. I am seeking advice on what should be included in a policy that comprehensively covers all aspects, including data theft, grounds for legal action, and procedures for taking legal steps in cases where employees shirk their job responsibilities or claim that their employer is powerless against them.

I would appreciate it if you could assist me by sharing insights on how to revamp and ensure that all employees sign the revised policy, thus granting the employer a stronger position in cases of any breaches.

Thank you.

You need to have two important policies well in place: one is the Policy on Employee Discipline and the other is the Policy on Asset Allocation. There are a few other things as well. I will send the details separately.

Thanks,
Dinesh Divekar

Hi Everyone,

Need to work on HR policies for an NGO? What would be the must-haves? Which acts should I keep in mind to be 100% compliant?

Thanks in advance!

I can understand your point and where it is coming from. However, while working in the NGO sector, it largely depends on senior management. Transparency and open-door policies, which are part of daily life in an NGO, make it really difficult for people to accept the tailored new policy with restrictions.

Pointers to Help Implement a New HR Policy

From experience, you can brainstorm on the following pointers to help you further:

1. Is top management ready to implement the policy? Will they have to release the version of the HR policy on the floor with signatures?
2. The HR policy process does include discussion with employees on each norm, as they might have queries or suggestions. You, as an HR professional, will have to facilitate that discussion. Takeaways from the discussions will then need to be discussed again with the top management (founders, trustees), and decisions have to be made.
3. Decisions taken may or may not be in favor of employees. You will have to facilitate another dialogue with employees and share it with them. Be firm and polite; that's the key.
4. Minutes of meetings and signatures of every person for the meeting show that this was discussed with both management and employees.
5. Once the final meeting is done, share one copy with each employee and ask them to acknowledge that they have received, understood the policy, and will adhere to it. Done.

Drafting a Neutral Policy

While drafting the policy, be neutral and refer to all new clauses, laws, and practices. If the policy is aligned as per the legal framework, it has an added advantage for the employer. Make it a standard draft so that people will have fewer issues.

Best of luck.

Regards.