Office Procedures Manual Best Practices. Well-defined policies and procedures, along with clear records, can help you follow and maintain compliance with legal and regulatory requirements. While developing policy and procedure statements to create an effective policy procedure manual, some general guidelines for the procedure writer to keep in mind are: Explain new or unusual terms the first time they are used or in the definitions section of the statement. Your policy and procedure manual can include details on what Internet use is and is not appropriate at the office. This evenhandedness can contribute to a better workplace environment and promote staff loyalty. Write an introduction or "Forward" for your manual. Depending on your organization, this section gives details on hours, salary, vacation time, sick leave, benefits, and retirement. The creation of a It offers 140 updated policies & procedures, human resource forms, labor posters, and job descriptions that will help you get started on a comprehensive office policy manual. They may work against you. A lot of work goes into developing every Bizmanualz Policies and Procedures manual. Use a template's table of contents as a place to begin, adding and subtracting sections according to your company's needs. Notejoy and other tools are great options on how to move your manuals online, and also make it very easy to keep up-to-date as a single source of truth for everyone to refer to. -- Deborah Connors, with assistance from Meredeth Clark and Steve Zimmerman, C.P.A. Internet and e-mails. Some companies, such as those in the banking industry, for example, are steeped in regulations and policies and, therefore, need a large amount of policies and procedures. Although these forms and templates can give you a good head start, they are not customized for your particular business, or even your particular industry. If they mention a company philosophy, they may assume everyone in their employ knows what it is. Your policy and procedure manual defines the rights and obligations of the employee and the employer. After an IT security event, policies can aid in disaster recovery. 2 ... A campus policies and procedures manual can quickly become out-of-date if an effective policy coordination function is not coupled with the effort. I know this sounds simple, but start at the beginning. Your pre-writing activities include deciding on a document focus and researching background. A strong company philosophy will guide you and your team in all aspects of business. A good place to start is by looking at employee handbooks of companies with similar sized businesses. This section gives your staff direction on what to do in the event of a natural or man-made emergency. Management should read policies that you write. You can take a look at some examples we've put together here. This letter should be an encouraging show of support for the policies and procedures that follow and should reveal the importance of the manual as a whole. Using a single source of truth as you write policies and procedures is another way to simplify the process. At the end of the course, these new hires are offered $2,000 to quit. What philosophy do you want your employees to keep in mind? Forget overdone words and phrases that everyone else uses – such as "visionary," "world-class," "cutting edge" and "outstanding" --and boil it down to what makes your company, well, your company. How to Put Together a Great Employee Handbook, How to Create a Successful New Hire Orientation. Chances are good that your business is somewhere in the middle. Consult your attorney for suggested wordings of your policy statement. Sounds great, right? Download. Are you revising an old outdated manual, or are you starting from scratch? All employees need to learn and understand company policies and procedures and have ready access to a policy and procedure manual. Here are some first steps in creating your own: 1. If your policy defines a "hostile work environment" in the same way the law does, then any policy violation of the policy will be a violation of the law. Also avoid limiting harassment prevention policies to those based on sexual harassment. If so, creating a policy and procedure manual can be the opportunity to make those unwritten guidelines written for all to see. Be careful with "use it or lose it" vacation policies. Collect the information required to write your procedure manual, include legal, safety, and other issues pertaining to your industry. Create an employee handbook (policy and procedures manual) to clarify policies and provide information on benefits. When you look at it this way, the process of developing a policy and procedure manual is a way of streamlining your business. IT Policy and Procedure Manual Page ii of iii How to complete this template Designed to be customized This template for an IT policy and procedures manual is made up of example topics. State and federal employment laws change frequently. You can have printed copies available in designated areas at your place of business, and you can have updated copies available online. One of the main goals of your policy and procedure manual is to provide a clear framework for consistency in your workplace. Are your employees guessing at what your company philosophy is? The truth is that they may not. If the cost of producing and maintaining an up-to-date printed policy manual is a concern, there are other options. Complying with your state and federal laws and regulations should be among the most basic functions of your organization. You may find that some of your forms are not linked with any existing policy and are, in fact, not needed at all. Other businesses, especially small businesses, may only have a handful of policies. After writing, your documents should be reviewed, validated, and approved. Also, employers commonly encourage employees to submit business expenses promptly by stating that failure to do so will result in no reimbursement. A Standard Operating Procedure (SOP) is a document consisting of step-by-step information on how to execute a task. SharePoint is big, really big! Now consider if you have any new aspects of your business that require forms. You also can look online for templates you can download, such as Microsoft Office Policy Manual. However, in some states, the employer cannot refuse to pay these expenses. Choosing an online policy management software also means your policy and procedure documents will be easy to access from anywhere, anytime. If your goals are more focused on best practices and core business processes, these manuals often look pretty different. Every company has their own policies which depend on the management style and goals of the organization. See below. Emergency Procedures. You will see that there are many more areas your manual can cover. Would your employees feel they could do the same thing? During the session, ask about fees for work, such as reviewing your policy and procedure manual, who will do the work, and how long the review might take. It also is important to include in the document that it is not the final word on all company policies. Its purpose is multifold: to serve as a training and orientation guide for new employees, to serve as an ongoing reference for staff, and to serve as a risk management tool that lowers liability exposure in the office. Personnel policies. Clearly defined IT policies and procedures can prevent privacy and data breaches. Focus on allowing employees several avenues for reporting inappropriate behavior and on training supervisors how to respond to harassment complaints. Printed policies are quickly outdated and easily get lost, while also being difficult for your employees to access if they're on the go. While many organizations choose to pass out printed copies of their policy and procedures manuals, modern day work often demands far more accessibility. This policy and procedure is neither an expressed nor an implied contract nor does it guarantee employment for any specific length of time. Yes, most of us think of policy and procedure manuals in a negative light. All business owners in … There are two important facets of policies and procedures – the legal requirements and the parts that ensure that the company’s vision is carried out. online course in How to Write Effective Policies and Procedures, Your Policy and Procedure Manual Revision and Update, Tips for Creating Effective Policies and Procedures, Why Your Organization Needs a Well Written Policy and Procedure Manual - And How to Create One, The Importance of the Review Process for Policy Manuals, Financial Analysis: Defining Liquidity and Working Capital Management, Business Management: Benefits of Teamwork, How and When to Release a New Business Product, Basic Punctuation Usage Everyone Should Know, The Role of Brainstorming in Persuasive Writing, Preparation for Developing a Millionaire Mindset: How to Keep Passion in Your Life and Work, Major Points of Writing the Body in Persuasive Writing, Understanding the Process of Outlining, Designing Plan, and Including Budgets in Strategic Planning, How to Properly Write a Personal Business Letter, Writing Basics 101 Spelling, Grammar, Punctuation, Writing Structures, Financial Analysis 101 Planning and Control. After developing your mission statement, the next step is to include a company overview, including your key officers and staff members and a brief history of your company. The procedure manual should be written at a level that everyone in the laboratory can understand. UTILIZING THIS MANUAL The policy and procedure manual is essential to the efficient operation of every medical practice. Whoever you're writing for, you should do a thorough review of your policy and procedures manual with your audience's needs in mind and make sure it's accessible and usable for them. Use this template to create a policy and procedure manual for your firm. Policy Procedure Subject Research. This page would include a brief statement and a place for the employee's signature and date to verify that the employee has read the manual, agrees to abide by the policies and understands the procedures. Policy Manual Template (MS Word/Excel) Download this Policy and Procedures Manual template (MS Word 68 pages) to meet your organization’s needs.It includes free checklists, templates and spreadsheets for organizing and maintaining your policies. Instead, consider a vacation policy that allows accrual up to a reasonable certain point, with no additional accrual allowed once that point has been reached. If you do not have a lawyer to review your policy and procedure manual, here are some suggestions to help you find the right one for your business: Ask colleagues in your industry for recommendations. I have found it easy to flowchart or use diagrams to help you put together a policies and procedures manual. Avoid focusing on an overly legal definition of what constitutes harassment. Often, employers want to put together policy and procedure manual similar to employee handbooks. Most changes will not require you to publish a new manual, but you will need to make updates and amendments when appropriate. The description should include duties, decision-making authority, and supervisory responsibilities. In the event of a legal dispute, external parties may need to review policy to determine whether appropriate expectations were set with employees. This section of the manual will outline the role of employees and how their positions fit into the overall organization. This section addresses issues of honesty (theft), of appearance, and of job performance. Conduct and Behavior. Use the blueprint style to create subcategories inside the manual and use a table of contents to allow for quick reference checks. Some states set out specific time standards for meal periods and work breaks, and employers should clearly summarize these standards in their manuals. Anybody can sell a product or offer a service, but it is the way you do. Zappos' CEO Tony Hsieh has related the story of one of his company's customer service representatives who sent flowers to a new widow without consulting a supervisor. However, your company can change all that. Take time to think about what your firms stands for. Avoid jargon wherever possible, especially when training new employees. The first step is to get a lawyer involved, preferably a lawyer t… © Copyright 1999-2020 Universal Class™ All rights reserved. You can customize these if you wish, for example, by adding or removing topics. To get started with creating a manual, here are some of the key considerations. Create policy and procedure manuals (based on city, region or country), employee handbooks (exempt and non-exempt, full-time and part-time), or administrative guides using conditions and other advanced single sourcing capabilities. Research is a big part of the process of creating a policy and procedure manual. To customize your manual, the best place to start is with your company philosophy. That way, everyone can get started quickly. However, your company should be careful in defining the behavior that violates the policy. At her husband's funeral, the widow related the kindness of Zappos to her friends and family. Digging Deeper: Other Legal Considerations for Your Manual. Take the time to review these forms to see if any of them need to be revised, updated, or even abandoned. Now it's time to brainstorm a list of what headings or sections your manual should include. If you are starting from scratch, you can look at policy and procedure templates online, such as templates from Microsoft Word or QuickBooks, as a starting point. You should find the option to open this feature in the top right hand corner of the screen. Start with when you have your first contact with your customers, the start of your sales process. An employer may also specify in its policy that employees need authorization for overtime. In other words, what do you want your employees to focus on when it comes to customer service? Unlike what you may have thought, a policy and procedure manual is not designed to control employees, but actually to empower them. Top executives will often say something like, "That is not the way we do things around here." State that the manual is subject to change and revision. The woman was returning boots she had ordered for her husband just before he died in a car accident. Start your manual with an outline. Sample Policy & Procedure Manual. Your medical office policies and procedure manuals can be as simple or complex as you require, but it’s important to have them in writing so that you and your team are all on board with the vision you have set out for your new practice. Hiring Practices. As technology continues to remap the business landscape, be aware that you may have to make frequent updates to keep your manual up to date. Who will read your policies? Rather than setting up a complicated process or another complex form, Notejoy's interface is fast and easy to use. As with most professional services, experience and cost usually go hand in hand. Stationery and forms. A well-written manual can improve your company by establishing clarity on guidelines, goals, and organizational knowledge, while enabling the team to focus on the company's growth and scale. Try this approach: tell your staff that you’re putting together a procedures manual, and how creating the manual will benefit everyone. For example, do you need an e-mail or texting policy, or can it be part of your communication policy? It is essential, today more than ever, for a company to protect its rights within that relationship by policies that are both fair and legal. A good place to start is by looking at policy and procedure manuals of other companies with similar sized businesses. They can be a compilation of the expertise and insights collected for your company over time, like call scripts or specific step-by-step procedures for day to day work. Even small businesses must comply with tax laws, and with both state and local zoning and licensing regulations. No matter what business, industry or market you are in, you are selling something: your expertise, a product or a service. Clearly defined policies and procedures help your company run more efficiently, and help you make fair decisions. Policies answer questions that arise during unique circumstances. A well-written manual can improve your company by establishing clarity on guidelines, goals, and organizational knowledge, while enabling the team to focus on the company's growth and scale. That’s because an operations manual contains information about the company, the company’s hierarchy, roles and responsibilities, business policies, and key facts regarding processes and procedures. New products, new services often require new policies and procedures to go with them. Delegate responsibility to an individual, working group, sub … those things that defines your success. Today's employers often choose to have their policies online, and posted somewhere where employees can access it from their computers and mobile devices. During this initial stage and throughout the writing process, you can use your table of contents as a way to organize your manual. Employers often wish to limit employee overtime, and they should feel free to define a workweek to limit unauthorized overtime. Usually, in manual form, a company policy template helps you standardize employee training so you can concentrate on the company’s growth. My signature below verifies that I understand company policies and procedures and that I agree to follow them.". Here are some examples of items you may include in a policy and procedures manual. You can change the wording of the headings or section titles as you go along. Instead, you could define "harassment" as "unprofessional conduct that is based on sex, race, or national origin." Zappos feels its company history and philosophy are so important that it offers a four-week course on it for new employees. It is recommended that in order to achieve a consistent look for policies, the documents should embody the corporate logo, an appropriate legal disclaimer, and the inclusion of all relevant policy sections. Share a Notejoy library as the single source of truth for your policies and procedures. If you are starting from scratch, you can look at policy and procedure templates online, such as templates from Microsoft Word or QuickBooks, as a starting point. Therefore, employers should not have a policy that entirely eliminates electronic communication for non-work-related purposes. Focus your time building high-performing teams and less time managing the onboarding process. Easily manage who has permission to view and edit notes. Depending on the size of your organization, you may have one document or several documents. Organizations create policies and procedures manual to house their best practices, core business processes, and policy documents. Employers should include a so-called "safe harbor" policy that requires exempt employees to notify the employer immediately if they believe illegal deductions -- such as for partial-day absences -- have been made from their salaries. Then upload the document and set the permission levels of … From time to time, employees may receive notice of new or modified policies, procedures, benefits, or programs. Don’t worry about it. Does your company use a collection of forms as part of your regular day-to-day business dealings? Your next step in beginning your manual is to create a set of objectives that mirror your mission statement. Inquire at your local Chamber of Commerce. Download. Ask for names of business attorneys at your local professional associations. Also, as your policies and procedures change, you want to be able to have the flexibility to change along with it. It also can include forms and templates on proper e-mail etiquette. You'll find that Microsoft Word has advanced functions for creating both indexes and tables of contents, for example. The National Labor Relations Board (NLRB) has determined that a rigid policy prohibiting the use of its electronic communication for any non-business purpose may violate union rights or "chill" union organizing, thereby violating the National Labor Relations Act. That policy violates some states' labor codes, however. In the past, we primarily searched the Internet for clues as to … How to Start Creating Your Policy and Procedure Manual. Identify the purpose of your procedure manual. According to a 2014 survey by Robert Half Management Resources, 32 percent of the more than 2,100 chief financial officers interviewed said non-business-related Internet use is the biggest time-waster at their workplace. Remember, policies do not just provide restrictions; they can offer freedom. Materials in Notejoy are accessible through web, desktop, and even mobile devices so your employees can easily search for content even when they're away from their desk. A procedures manual is always evolving, just get started and refine as you go. Be careful with detailed disciplinary procedures that have an initial verbal warning followed by multiple steps. Employees chatting with each other came in second at 27 percent. Here are some other areas of legal interest that could be included in your manual, depending on your type of business: Consensual Relationships and Employment of Relatives, Programs Involving Minors (Office of the General Counsel Website), Research Misconduct and Other Policies Relating to Research, Time Reporting for Hourly Staff and Student Employees. Policies that are too specific and too rigid may limit your flexibility in certain workplace situations. Creating good policies takes time and effort, but you can increase your chances for success by remembering a few basics. When policies are worded, such that it is the employee's responsibility to take meal and rest periods, as described, and to notify supervisors if they do not take them, it reduces the employer's potential legal exposure. Be ready to talk about your business and your needs in a clear way with key details. For example, some states require employers of a certain size to provide paid leave for employees who donate an organ or bone marrow. Whether you are using a boilerplate -- or template – for your manual, or you are starting from scratch, your manual should be seen as a work in progress. Notejoy can help with multiple aspects of your onboarding process, from managing new hire checklists to sharing employee handbooks to setting goals. What do you want them to know about you and the founding of your company? Make this acknowledgment page detachable from the manual and keep the signed document in the employee's personnel file. You may have already drafted this information for your company website's About Us page. Consider adding guidance and steps to this Word template for software and hardware purchases and approved models and versions. Be sure you understand exactly why a form is used. Why create an on-line policies and procedures system? There are also a lot of policies and procedureswhich exist not because of what the organization wants but because the organization is legally required to comply with several laws and regulations. The policies you make define your firm's standards for decisions on personnel and organizational issues. By sharing your story, you can go a long way in building company loyalty. But how should you begin? With reimbursements, employees can be disciplined if they fail to submit their expenses on time and/or in a certain form. As a result, it is a strong building block for your policy and procedure manual. Policies that state that salary advances or loans will be deducted from an employee's final paycheck violate some states' laws. Either way, you will need a solid understanding of how your business functions before you can develop a policy and procedure manual. Create a Policy and Procedure Manual Fast with MS Word. 1. 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