Kindly help in making the all types of POLICIES FOR BPO. As I am not aware like which areas i need to cover in it. required the guidance from all the seniors. Thanks & Regards
From India, Delhi
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2From India, Delhi
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Someone asked me a similar question in 2007; I am just copying and pasting my previous answer. I am sure this would be of great help to you and others.
I would advise you to first fulfill the basic needs of the employees. For instance, ensure there are clean toilets, a canteen/pantry, timely tea/coffee, timely salary/incentive payments, and address any problems they have been facing. Ask for suggestions and spend time with them rather than sitting in your cabin. When you get questions from employees, you'll answer those questions yourself. Every company has a different working culture and different employees. It doesn't mean that my employees or your employees are different from each other.
HR Policy Manual
Usually, an HR Policy Manual consists of all HR Policies. Even the best companies with HR practices lack something in their HR Manual. The best way to write an HR policy is to start from the day and document all your problems or happenings.
Office Operations and Policies
Let's start from the day the office is opened; it must have working hours. Many people come late to the office, for which you need a policy on latecomers and fix a punishment, etc., for the same. Not all people come to the office; some will be on leave and some on tours. You must have a tour policy, hierarchy-wise, containing daily DA, food allowance, traveling class, and a format for the reimbursement of all these expenses. People ask for advance while going on tours; you should also have a money advance policy (like how many days/hours in advance you can take an advance). This will help you in handling people who come at the last moment and don't return the balance amount on time when they come back from the tour.
Leave Policy
Regarding the leave policy, you can have CL, EL, ML, or any other policy, but please make sure you follow all the legal rules of leaves. You can also have policies like:
1. Training policy (people are nominated but when they don't attend training, a fine should be imposed), issuance of certificates, etc.
2. Compensation policy containing pay structure, incentive policy, conveyance, mobile expenses, bonus, gratuity, etc., and the day of reimbursement.
3. Recruitment Policy (Manpower requirement form, sources, conducting interviews, etc., also referral schemes)
4. Selection Policy: Upon selection, whether you issue an offer or an appointment letter.
5. Induction: The number of days of induction.
6. Promotion Policy
7. Increment policy
8. Tours Policy
9. Advertisement Policy
10. Employee Grievance Policy
11. Uniform policy
12. ID card policy
13. Loan Policy
14. Certificate policy (Salary certificate/address proof)
15. Probation or Non-probation policy
16. Employee Recreation Policy
17. List of holidays
18. Policy on Working hours/weekly off, etc.
19. Office Vehicle Usage policy
20. Overtime payment policy
21. Birthday celebration policy
22. Employee Reward and Recognition policy
23. Board of Directors
24. Organizational Structure
25. Use of laptop/PC policy
26. Leaves
27. Employee Personal File system
28. Making Employees Codes and Cadre (grades)
Starting the HR Department
As you have just started the HR department from scratch, first of all, concentrate on these:
Employee Joining Formalities
1. There must be an HRD form filled by the Employee and supported by education, experience, medical, and character certificates, with 4 photographs (for Visiting card, ID card, Personal file, and one extra for future use). Give him/her a unique employee number like I have my company as Employee Code: WS01010703099 which symbolizes <WS means Workshop, it's a factory of ours><01 is for the location of the city say for Delhi 01 and for Mumbai 02, etc.><01 for the hierarchy level in the organization><07 month of joining><03 year of joining><099 is the actual employee number>< you can also prefix department-wise like 01 for HR, 02 for IT, 03 for Accounts, etc., etc.>
Verify all the documents that this employee has submitted upon joining the company.
2. Instead of going straight away to PMS or other hi-fi things in HRE, first of all, concentrate on infrastructure issues, are there sufficient seats in the Canteen, whether employees wear uniforms, (if not you can mark half a day, etc.), whether there is sufficient stationary for employees. Check all their basic requirements. The idea is whether you have fulfilled all employees' basic needs.
I hope this will be useful for you.
Regards,
Umesh Chaudhary
[Email Removed For Privacy Reasons]
From India, Delhi
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I would advise you to first fulfill the basic needs of the employees. For instance, ensure there are clean toilets, a canteen/pantry, timely tea/coffee, timely salary/incentive payments, and address any problems they have been facing. Ask for suggestions and spend time with them rather than sitting in your cabin. When you get questions from employees, you'll answer those questions yourself. Every company has a different working culture and different employees. It doesn't mean that my employees or your employees are different from each other.
HR Policy Manual
Usually, an HR Policy Manual consists of all HR Policies. Even the best companies with HR practices lack something in their HR Manual. The best way to write an HR policy is to start from the day and document all your problems or happenings.
Office Operations and Policies
Let's start from the day the office is opened; it must have working hours. Many people come late to the office, for which you need a policy on latecomers and fix a punishment, etc., for the same. Not all people come to the office; some will be on leave and some on tours. You must have a tour policy, hierarchy-wise, containing daily DA, food allowance, traveling class, and a format for the reimbursement of all these expenses. People ask for advance while going on tours; you should also have a money advance policy (like how many days/hours in advance you can take an advance). This will help you in handling people who come at the last moment and don't return the balance amount on time when they come back from the tour.
Leave Policy
Regarding the leave policy, you can have CL, EL, ML, or any other policy, but please make sure you follow all the legal rules of leaves. You can also have policies like:
1. Training policy (people are nominated but when they don't attend training, a fine should be imposed), issuance of certificates, etc.
2. Compensation policy containing pay structure, incentive policy, conveyance, mobile expenses, bonus, gratuity, etc., and the day of reimbursement.
3. Recruitment Policy (Manpower requirement form, sources, conducting interviews, etc., also referral schemes)
4. Selection Policy: Upon selection, whether you issue an offer or an appointment letter.
5. Induction: The number of days of induction.
6. Promotion Policy
7. Increment policy
8. Tours Policy
9. Advertisement Policy
10. Employee Grievance Policy
11. Uniform policy
12. ID card policy
13. Loan Policy
14. Certificate policy (Salary certificate/address proof)
15. Probation or Non-probation policy
16. Employee Recreation Policy
17. List of holidays
18. Policy on Working hours/weekly off, etc.
19. Office Vehicle Usage policy
20. Overtime payment policy
21. Birthday celebration policy
22. Employee Reward and Recognition policy
23. Board of Directors
24. Organizational Structure
25. Use of laptop/PC policy
26. Leaves
27. Employee Personal File system
28. Making Employees Codes and Cadre (grades)
Starting the HR Department
As you have just started the HR department from scratch, first of all, concentrate on these:
Employee Joining Formalities
1. There must be an HRD form filled by the Employee and supported by education, experience, medical, and character certificates, with 4 photographs (for Visiting card, ID card, Personal file, and one extra for future use). Give him/her a unique employee number like I have my company as Employee Code: WS01010703099 which symbolizes <WS means Workshop, it's a factory of ours><01 is for the location of the city say for Delhi 01 and for Mumbai 02, etc.><01 for the hierarchy level in the organization><07 month of joining><03 year of joining><099 is the actual employee number>< you can also prefix department-wise like 01 for HR, 02 for IT, 03 for Accounts, etc., etc.>
Verify all the documents that this employee has submitted upon joining the company.
2. Instead of going straight away to PMS or other hi-fi things in HRE, first of all, concentrate on infrastructure issues, are there sufficient seats in the Canteen, whether employees wear uniforms, (if not you can mark half a day, etc.), whether there is sufficient stationary for employees. Check all their basic requirements. The idea is whether you have fulfilled all employees' basic needs.
I hope this will be useful for you.
Regards,
Umesh Chaudhary
[Email Removed For Privacy Reasons]
From India, Delhi
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HR Manual (Employee Hand Book).doc