HR professionals should ensure that company policies are updated so that social media is used appropriately in the workplace. I [ mention the name of the person] working at the administrative level as HR would like to educate all of you about the new policies which will be effective from [ mention the effective date]. When youre introducing a new policy that has been approved by management you should: New employee policies should be announced in a way that is guaranteed to be seen, is easy to understand and can be easily found again if people need to refer back to it. Therefore, the responses do not add up to 100 percent. It also helps the organization maintain discipline and efficiency internally. Use numerous communication channels: Intranet, memos, e-mails, Specific procedures for communicating critical, abnormal, and normal tests are as follows: . Review common policies and procedures that your company should have in place to guide all business processes for efficient operation with fewer issues. Eventually, noncompliance, even if accidental, will cause issues. To develop a communication strategy, employers should begin by linking communication to the strategic plan, including the organization's mission, vision and values; its strategic goals and objectives; and its employment brand. 1. There are many ways to communicate policies and proceduresstaff meetings, employee orientation sessions and one-on-one coaching, for examplebut employee handbooks are still the best way to deliver a consistent message to all employees with respect to standard operating procedures. The types of communication methods used in organizations. (You could even make a policy on policy writing.) It might not only be your employees, but also stakeholders such as clients, partners and the wider community. Thank you so much for your time. Department Policies and Procedures must be developed in accordance with all superseding school, campus, university policies and in accordance with the laws of the State of North Carolina and federal laws. The over-riding consideration when communicating with customers and suppliers is to maintain the brand integrity of the Organisation. Communication is a vital management component to any organization. If you follow all the rules and guidelines of this policy you will definitely get benefitted by this. External communication policy and procedures are meant to give your employees guidance for handling information, either outgoing or incoming, that pertains to the organization. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc). In fact, our company targets making employee-friendly policies and try to remove the policies which really do not make the other employees work. Request a demo of ComplianceBridge today! Telecommunications: Some companies establish a telecommunications policy separate from other technology-based policies. These can be weekly, monthly or yearly. Helps to lessen the chances for misunderstandings and potentially reduces grievances and lawsuits. These meetings are most effective when employees are physically located in one geographic area, but for some critical meetings, employees may be brought to one central location. You will be contacted by a representative of the security team in the coming weeks to arrange for your photograph to be taken and for your card to be issued. . 815 N Royal St Ste 202, Alexandria, VA, 22314, USA, Putting information on your company intranet site, Sharing the policies on your internal social media platforms, Having managers discuss the changes at team meetings, Including information about the policy in internal newsletters, Posting updated policies on company noticeboards, Including policies in any staff handbooks. When youre updating your employee policy handbook, it can be useful to get feedback and assistance from employees to ensure you hit the right mark. Do this by email or try it on yourinternal comms software. The next generation of workers prefer chat and messaging apps over traditional e-mail. Honest, constructive feedback from employees starts with trust and the understanding that employees can voice their concerns without fear of retaliation. Law Enforcement and Emergency Services: Examples include the body camera policy, drone policy, and emergency communication policy. Cell Phones: This sample cell phone/smartphone policy offers guidance regarding the use of personal cell phones in the workplace as well as for company-owned mobile devices. It is possible to get each employee to tell you so you can check their name off of a list. Communicating Your Policies Orally. Alternatively, town hall meetings may be held in various locations when employees are widely dispersed geographically or may be held electronically via webinars or teleconferences. Ideally, you should take a consultative approach to changes to policies and procedures so that employees are aware that change is coming, have their opinions canvassed and included if appropriate, and are then informed about the change when it is finalized. The Digital Communication Policy comprehensively sets out procedures and guidelines to follow when using digital communication tools and all digital communication must comply with the requirements of that policy. In case any rebooking is done, it must be reimbursed in case of emergency only. See our sample email to employees about new policies that we created that you can use and adapt to suit your own organization. You should have a clearly labeled and easy to find and navigate employee rules section on your intranet site that sets out all company policies and procedures. Any questions can be directed to [contact name]. Our employees wanted this kind of policy for a long period of time so thats the reason why we introduced it. The policy has been updated following a review that recommended best-practice actions be implemented to keep our data secure and to enhance the physical safety of our employees. Your session has expired. Accessing of inappropriate or unlawful material. The rules establish the expected behavioural standards for all employees. The internal communication policy of a company will outline an agreed framework, the way in which they will achieve their internal communications objectives, the mediums they will use and the messages they will communicate. Ask your staff for ideas and feedback when you communicate the policies and procedures to them. laws, standards, and requirements change at a rapid pace, and thus, the sample policies may not meet current requirements. { mention clearly new dos and donts applicable for every employee]. Departmental Communications Policies must operate within the spirit of this policy and deliver, as a minimum, the specifics articulated in the Framework below. Policy statement: This is where you state the purpose of creating the policy (Enaohwo, 2020). There are many benefits of this policy such as ensuring that you are better equipped to defend claims of a breach of employers obligation such as health and safety legislation, provides means of communication to new employees, provide an acceptable method of dealing with problems and complaints, provide a clear framework for decision making , provide a clear and consistent response across the company in dealing with the situation. When you have an article that staff must read theacknowledgementsfeature on the app allows you to receive confirmation. Electronic communication is a fast and easy way to reach many employees at once. The questions such as "who, why, what, when, and where of the policy" are addressed here (Enaohwo, 2020). 9. You can also draw on their experiences working at the coal face when writing company policies to ensure that any changes you are proposing are practical and realistic. Now were not talking about a 45-minute long course for your employees to learn about the new policy or procedure. When concepts are difficult to grasp, just writing them down and hoping for the best isnt going to cut it. that will let you test employees knowledge of the changes to determine if you need to enhance your education activities. This is the first impression the policy gives out to the reader regarding the email policy. Ineffective communication may stem from poorly aligned strategy, a failure to execute the strategy, use of the wrong communication vehicle, bad timing, and even nuances such as word choice or tone of voice. Effective policy management cant exist without strong communication practices as stated above, people have to know about policies and procedures in order to follow them. Oplifts policy managerallows you to set re-acknowledgements in certain time frames. The policies to achieve these objectives are derived from various financial best practices, state and federal laws, and regulations. 3. Together, policies and procedures provide a roadmap for day-to-day operations. Employers may also be limited in discussing employees' personal information; even in circumstances where there are no legal restrictions, employers are cautioned against breaching employee privacy in many circumstances. Find out more about ComplianceBridges Policy & Procedure Software, as well as its Risk Management Software by watching a two-minute demo. Social media platforms are major sources of generating big data by . Employees are more likely to successfully buy in to change when it is being championed by a colleague they respect and trust. Construction Policy and Procedure Template. Depending on the changes, you may need to roll out company-wide training at the beginning of the new initiative, or just as required. ServicesHelp CentreAwardsMedia CentrePrivacy PolicyCompany InfoContact Us, Free policy and procedure sample checklist, Free scanning app to minimise COVID-19 and GDPR risk, Compliance issues HR professionals should prioritise in the workplace, How to communicate new policies and procedures. During the trial, it gives your staff a chance to provide more feedback for you to improve the policy or procedure. The interview process presents unique nurse interview questions that need the correct nursing-specific answers to impress the hiring manager and assure the prospective employer that you're a good fit. It is essential that your policies and procedures be current and up-to-date. This Employee Policy Manual has been designed to help new and current employees familiarize themselves with Widget, Inc.'s policies, procedures and business culture. Computer security. The employee handbook is used to communicate standard operating procedures, guidelines and policies. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organizations culture, industry, and practices. While the importance of communicating new policies and procedures is apparent people can only follow policies and procedures if they know about them doing so isnt always easy. SeeThree Steps to Turn Up Your Listening Skills and Training on the new policy or procedure could be necessary depending on the situation. This could look like implementing a suggestion box, opening the floor up for discussion at the end of a meeting, holding open office hours, or sending out surveyswhat matters is that you have a clear process, provide ample opportunity for employees to share their thoughts, and create a space where they feel they can do so without fear of repercussions. Kindly put your signature below if you are agreeing with the policies. This will change the atmosphere of our company in a positive way. SeeUnion Communication Guidance: TIPS and FOE. 7. All members of Council and employees are required to adhere to the policy. Employers may provide employees with cell phones or other wireless handheld devices, and email is a routine communication method. There will come a time when you absolutely need people to follow through on your policies, and thats not a good time to find out that no one knows about them. Watercooler discussions are still a mechanism for employees to hear the latest news unfiltered by management, and they continue to be a source for employees in learning the inside story. Communication issues with mergers and acquisitions are a high priority for HR professionals. See7 Tips to Increase Employee Engagement Without Spending a Dime and This reinforces knowledge through repetition. Employee Engagement Surveys: Why Do Workers Distrust Them? Writing policy and procedures for schools is a part of an administrator's job. Email is essential to our everyday jobs. Face-to-face communications on important issues often feel more authentic and help to build trust with employees. There is no better way to cause resentment among employees than to ask them for feedback and then fail to act in response to their concerns. Download: New Company Policy Template. The introduction explains the purpose of the policy to the reader. Post a job. Our esteemed company [ mention the name of the company] has introduced this new policy because [ mention the reason]. Sample Communication Policy. With social media opportunities available to any individual, HR professionals may need to consider not only strategies to tap into this medium but also policies for employees using this medium to communicate among themselves. A set of communications and actions intended to facilitate the clear understanding of a . This will also streamline the writing process and save a lot of time. Organizations may have multi-unit operations with a variety of worksites within a city, state or country, or even globally. ]. Office Management: Examples of office policies include after-hours calls, petty cash access, and supply cabinet access. WAYS TO COMMUNICATE NEW POLICIES. This last takeaway may seem obvious, but some companies still havent figured it out yet employees have to see a policy to read it; storing policies in cluttered filing cabinets or binders just doesnt cut it anymore. In addition to this you will get the idea of how to do everything properly in the company. SeeMake Your Benefits Website a Year-Round Hub. Audiences for organizational communication may embody many dimensions of diversity: age, disability, ethnicity/national origin, gender and race, for example. [Highlight the necessary points concerning the new policy like important dos and donts, benefits, etc of the company which will help in increasing the values of the company, guiding the employees to adhere to rules and regulations during the performance hours and how will it be suitable for employees of the company.]. This can help you in the future if employees claim they didnt know about a policy and act in contravention of it. 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