Formulating And Implementing Various Policies In The Company

In the initial days of a company, there are not many rules. The number of employees is less and the business leader knows all of them by name. He makes rules as and when the situation arises and changes these rules if situation so demands. This can be alright for a small organization of few people. But, when the organization grows and more people join in, it is advisable to have well-defined policies related to various issues.

Some common policies and the concerns they should address are:

Attendance and Leave Policy

• How many leaves will be given to the employees?
• What will be the various types and number of these leaves?
• How can the employees avail of these leaves?
• How will their extra, additional leaves affect their salary?
• What will be the benefit of unused leaves?
• What will they get for extra hours or days worked?
• How will the attendance of the employees be recorded?
• What will be considered late marks or early departure?
• How will the late marks affect the employees’ salary?

Recruitment and Selection Policy

• How will the company’s recruitment process flow?
• Who can raise the requisition for a new recruitment?
• Who can authorize the new recruitment?
• Who has to play which role in various steps in the recruitment process?
• Who will take the final decision on the selection?
• What will be the probation and confirmation process?

Travel Policy

• What will be various benefits available to employees while traveling for work?
• In which class of Train, Plane, Bus etc. can they travel?
• What will be the limit on their hotel accommodation, food, local travel expenses etc.?
• How will these limits vary as per the designation of the employee?
• How will they vary if the employees are traveling together in groups?
• Which documents need they produce to claim the reimbursement of travel expenses made?
• How much advance can they claim before starting the travel?
• What are the differences between domestic and foreign travel?

Expenses Reimbursement Policy (Mobile, Local Conveyance, Food etc.)

• Which expenses will be reimbursed by the company?
• What will be the limits for various expenses for various designations or grades of the employees?
• What will be the authorization and reimbursement process?
• Which documents the employees need to furnish to claim these expenses?

Employee Grievances Handling Policy

• Whom should the employees approach to get their grievances addressed?
• Which types of grievances will be covered and which will be excluded?
• What is the process for grievance handling?
• What is the time frame within which it should be handled?

Dress Code Policy

• Which types of clothes, accessories and adornments are acceptable and which are not acceptable in the workplace?
• Which are the dressing guidelines for the male and female employees?
• Is there any difference in guidelines for employees who go out to meet external parties?
• What is the penalty for violation of the dress code policy?
• Will there be any uniform that the employees have to wear during work? What are the guidelines for the same?
• Whether the company will reimburse any expense to employees in procuring and maintaining such a uniform?

Policy Guidelines

• The above are just some examples and more such policies can be made, as per the need of the organization.
• All the policies of the company must be drafted by the HR department and they must be approved by the business leaders.
• The policies must be made available for the reference of the employees in the form of some hand-book or a file or they must be made available in soft copy forms.
• The focus of the policies must be to clarify the concerns of the employees and make the operations as transparent, fair and predictable as possible.
• The policies make the management of the company simpler and easier. They avoid a lot of confusion and doubts. They ensure adherence of right processes for various operations.
• The business leaders must respect the policies framed by their company and must not deviate from them unless there is an exceptional reason for the same. If the business leaders themselves violate the policies, their effectiveness will be lost.

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