4.11Policies and procedures Flashcards
what is a policy?
Policies, therefore, guide employees.
a written set of broad guidelines to be followed by all employees
How can well-defined business policies contribute to the establishment of a positive workplace culture and help ensure that employees adhere to legal standards and good practices, ultimately supporting the achievement of business objectives?
Policies are established by businesses to set the direction of the business and to determine standards of behaviour. Clearly defined policies promote good practices and help ensure employees are working within the requirements of the law. The right policies can also help to establish a positive culture within the business, which will in turn assist the business to reach its objectives.
Why is it crucial for businesses to ensure that their policies comply with legal requirements, such as Victoria’s Equal Opportunity Act 2010, and how does this compliance help in eliminating discrimination, sexual harassment, and victimisation in the workplace?
It is important that policies achieve compliance with legal requirements. For example, one area of legal compliance for all businesses is discrimination. Several federal and state laws aim to end discrimination in the workplace, including Victoria’s Equal Opportunity Act 2010. This law supports businesses to take action in eliminating discrimination, sexual harassment and victimisation. All equal opportunity policies in Victoria must conform to the provisions of this Act.
what is a procdure?
a series of actions that enable a policy to be put into practice. ,It is a step-by-step set of instructions.
How do procedures help businesses implement policies effectively to achieve their objectives and how does that lead to resolving disputes that arise from breaches of business policies and Why is it important for businesses to have established procedures for tasks such as paying accounts, handling grievances, and dealing with customer complaints?
A procedure can also be used to provide a means of resolving a dispute brought about by a breach of a policy. In this way procedures establish business routines which put into effect the policies that help the business to achieve objectives.
How do specific procedures support an equal opportunity policy in handling complaints, and what are the key steps involved in managing allegations of sexual harassment, bullying, or discrimination?
- how to record the complaint
- the process used to investigate an allegation of sexual harassment, bullying or discrimination
- how to arrange counselling for victims
- the process used to counsel, warn or terminate employees responsible for sexual harassment, bullying or discrimination
- the steps to be taken when an allegation is found to be untrue.
Why might some small businesses opt for simple workplace processes or a code of conduct instead of formal policies and procedures, and how can this approach be effective in managing routine issues and staff behavior?
Not all issues or problems faced by the business will require a policy. Many routines can be dealt with by having simple workplace processes in place. Some small businesses may struggle to implement policies and procedures. Instead, a small business owner who has constant direct contact with staff may choose to share a statement of expected behaviours in the workplace or a code of conduct.
what are the different types of policies?
recruitment policies
occupational health and safety policies
privacy policies
anti-discrimination, equal opportunity and harassment policies
dispute resolution policies
drug and alcohol policies
customer service policies
anti-bribery and corruption policies
risk-management policies
supplier policies
environmental policies
accounting policies.
what are the advantages of policies and procedures
- Help employees to know what is expected of them with respect to standards of behaviour and performance.
- Provide a framework for consistent decision-making and clear actions in routine situations, so that employees do not need to continually ask the owner or managers what to do.
- Allow the owner or management to have an accepted method of dealing with complaints and misunderstandings.
- Can prevent legal problems, including compliance issues, which may limit the liability of the business.
- Provide the owner or management with a means of communicating information to new employees.
what are the disadvantages of policies and procedures?
- Researching and writing policies and procedures may require legal expertise and can be costly.
- It can be difficult to communicate policies throughout the business, particularly a large one. Policies need to be properly implemented, enforced, and monitored—this can also be time-consuming.
- Employees might view policies as a substitute for effective management. Policies are guidelines for decision-making and standards of behaviour, not a set of ‘how-to’ instructions providing specific answers for every business decision.
- The development of policies can restrict innovation and flexibility. A wide range of policies accompanied by cumbersome procedures can restrict a business owner’s ability to make quick decisions or change strategies.
Why is it important for businesses to regularly review their policies, and what should be considered when developing or changing these policies to ensure compliance and establish effective routines?
Policies should be reviewed regularly. The need to change a policy may originate with any of the stakeholders of the business. Regardless of where the pressure to change occurs, the business will need to use a process to develop policies that ensure compliance with legal requirements and establish routines.
How should businesses approach the development of a new policy when faced with issues, legal changes, or feedback from stakeholders, and what steps are involved in ensuring the policy is compliant and effectively addresses the situation?
The need for a new policy may arise because there is an issue or problem that needs to be resolved, or a change to the law that necessitates the introduction of a new policy into the workplace. For example, any changes to the Victorian Equal Opportunity Act will require businesses, such as Toll, to review their policies, making sure there is compliance with the law. Following research and analysis, a summary of changes should be provided to all stakeholders, seeking feedback. Once a decision has been made to proceed with the policy development, a team would write a draft policy, incorporating the feedback of stakeholders and any changes to legislation.
What are the critical steps involved in finalizing and implementing a new policy within a business, and how should it be communicated, monitored, and reviewed to ensure ongoing effectiveness and compliance?
After the draft policy has received feedback, it should be revised and then presented to senior management for approval. A final version must be distributed to all stakeholders and it needs to be clearly communicated to all staff. Management and staff may need training to understand the new policy and its implications. After the policy has been introduced, it will need to be monitored and evaluated to ensure it is easily understood and is being followed. Policies will typically be reviewed on a regular basis to ensure that they remain current. For example, a business might include an end date for a policy, which will prompt a review within a given period such as one year or five years.
what is the process for developing policies that ensure compliance with legal requirements and establish routines?
- identify an issue/problem
- research and analyze business environments
- consult stakeholders
- develop a draft policy for review by stakeholders
- revise the policy
- approve and distribute the new policy
- monitor and evaluate the policy.
