This is the first impression the policy gives out to the reader regarding the email policy. It might not only be your employees, but also stakeholders such as clients, partners and the wider community. How to Communicate Your Work Policies. Our security policy has been updated to reflect new systems that have been installed and new protocols that we now require staff to follow. Business class is allowed only for director level and above. All employees have a responsibility to voice concerns and issues, provide feedback, and listen effectively. Telecommunications: Some companies establish a telecommunications policy separate from other technology-based policies. Policy brief & purpose. Use these 50+ sample HR policies to promote good behavior and communicate expectations to your employees. Send urgent notifications to any corporate devices: PCs, phones, tablets, etc. We hope that this amendment will make a change in our company and be good for the companys growth. I do believe that this new policy will be bringing huge benefits to all the employees of the company, belonging to all types of designations. During layoffs or restructurings or when handling employee performance issues, face-to-face communication is generally preferred. Respondents were able to select more than one option. Security Policy Templates. Enterprise. Writing policy and procedures for schools is a part of an administrator's job. SeeThree Steps to Turn Up Your Listening Skills and One of the first things you may think of when asking how to communicate new policies to employees is email. To request permission for specific items, click on the reuse permissions button on the page where you find the item. You can do this by getting employees to reply to your email but of course, that is going to be a nightmare if you have thousands of employees. Since written communication, whether in print or in electronic format, can hide tone of voice, inflection and other nuances of communication, many work teams rely on videoconferences and Internet-based technologies to make virtual meetings more productive. { Inform how the new policies will actually benefit everyone][ share the details of the policies in points, educate about what employees must or must not do. }); if($('.container-footer').length > 1){
Heres the thing you might be able to get away with poor communication around policies and procedures but only for so long. This policy will generally benefit the employee of the company and as well as to our esteemed company that is [ mention the name of the company]. You can share your opinion through the email id [ mention email id] and phone number[ mention the phone number]. Make the document mobile-friendly so that employees can access it whenever they want to. You can do this by communicating the proposed new policies and procedures and providing them with a sample of what it will look like. Construction documentation provides for such things as employee safety training, inspections for hazards, and managing emergencies. SeeManaging Through Emergency and Disaster. (You could even make a policy on policy writing.) Having a voice is a critical employee relations issue that affects satisfaction and engagement. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Sub: Announcement of New Policy. It is a set of rules that companies expect employees to follow. Texts and E-Mails vs. Employers can elicit fast feedback through surveys and polls about specific issues (like a new benefit or policy) or general concerns. While email by itself can be an unreliable delivery channel for important updates, it can be used effectively in conjunction with DeskAlerts to reinforce other messages sent by other channels. communication, the college's web site, internal campus communication, campus distribution of mass email, community relations activities, displays, and signs. Below are key steps you need to carry out to make sure that your new policies and procedures are effectively communicated: How to communicate new policies and procedures 1. Download Construction Policy and Procedure Template - Word. Refers to the exchange of ideas and communication within an organisation. behavior and performance standards, it will also provide the rules and guidelines of decision making , and provide a consistent and clear response across the company in dealing with the situation. Scope of the policy: This is implied to a section/group of people the policy would apply to (Enaohwo, 2020). Procedures for Medical Practices, has been designed to stand alone as a new chapter that can be inserted into either a three-ring binder or added to a digital file of existing policies and procedures. However, following these best practices will make the process as smooth and efficient as possible. Also spell out clearly what the consequences are for the company if corporate policies are not followed. }
You can target the distribution of new policies to ensure they reach the exact people who need them, send follow-up assessments to gauge peoples understanding, track acknowledgments in real-time, and even set automatic notifications and reminders to review. Listening to employee issues and concerns builds loyalty and drives improved productivity. I hope that the above-mentioned new policies will groom [ mention the organization name] in a positive direction. Employees Owners/CEOs Customers Stockholders Investors Suppliers Partners Creditors Trade Unions Government How to identify your stakeholder As a part of the companys procedure, it is a kind request from my end and also on behalf of the administration to read the rules and regulations mentioned in the above part of the letter. This will embed their importance and ensure that everyone is aware. Post new workplace policies in common areas - such as break rooms - where employees can easily see them. 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. Be straightforward about why the change is necessary, exactly what is changing, what is staying the same, and what steps need to be taken by all employees to make sure they comply with the new requirements. 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. Communications Guide - Policies and Procedures Introduction . Provide a series of questions and answers if applicable. Kindly put your signature below if you are agreeing with the policies. Find out any concerns which staff may have about the new policies or procedures. Managers are responsible for daily communication with their employees and for relating to their peers and colleagues. SeeHow to Use Technology to Support Remote Teams and policies and procedures. With a formal and comprehensive communication strategy, organizations can ensure that they: Effective communication may contribute to organizational success in many ways. SeeSHRM Employee Handbook Builder. See our sample email to employees about new policies that we created that you can use and adapt to suit your own organization. With great enthusiasm we want to let you know that our esteemed company that is [ mention the name of the company] is going to announce a new policy named [ mention the name of the policy]. 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. E-mail communication presents some difficulties because tone of voice and inflection are absent, making an ironic or sarcastic remark appear rude or harsh, which may not be the intended message. Policies and procedures are the formal guidelines that prescribe actions, behaviors and processes for members of an organization. { mention clearly new dos and donts applicable for every employee]. Training on the new policy or procedure could be necessary depending on the situation. }
Deliver messages from the top that are congruent with the organization's. But these are only effective if they are properly communicated. This will change the atmosphere of our company in a positive way. Establish a recognizable employment brand. Though HR will handle most of this part of the hiring and recruitment process, giving hiring managers the . [Mention all the details about the new policy like restrictions, benefits, etc., of the policy which will help improve the companys values and how it is beneficial for employees]. Our esteemed company that is [ mention the name of the company] was planning to organize such a policy for a long period of time and now it is the time to announce it. Builds employee morale, satisfaction and engagement. 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. Detailed procedures are developed and documented as a means for entities to comply with its established policies. They rely on employees paying attention to emails, actively looking at intranet and other internal channels or being present at a meeting if it was discussed. When you have a large workforce,communicating policies and procedures can be incredibly difficult. With the introduction of these systems, staff will be issued identity cards that must be worn at all times while in the office or other company facilities. Depending on the depth and complexity of your policy or procedure you may need staff to re-acknowledge the update after a few months or so. The audience may include everyone who influences or is influenced by the information being shared. This will help you determine how and when to communicate your company policy and procedures changes. Here are 10 real examples of workplace policies and procedures: 1. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) {
The grapevine should not be discounted when considering the best tool to listen to and learn about employee issues. Whether it is used in the traditional sense when face-to-face communication is not physically possible or in more state-of-the-art communication via webinars or voice mail blasts, the telephone is a staple in communication vehicles. It is mandatory that each employee in this organization show maximum respect to every other person in the organization and other contacts in a business context. As a part of the Company policy, everyone at the company must accept this new policy and follow their rule and regulations. When the time comes to release the policy or procedure, its important to update everyone it touches (even if you already informed them it was coming). Introduction to the Email Policy. Sometimes policies and procedural changes will be complex and require a complete new approach to work practices. 4. This should go beyond simply making yourself available if an employee wishes to provide feedback, it means actively seeking it out. Employers can choose the most appropriate way to present the policy so that stakeholders can better understand the needs, benefits, impact, and sensitivity of the policies launched by the employer. ComplianceBridge is your one-stop shop for policy and procedure management. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRMs permission. 6. Email: brt2008@med.cornell.edu. Communication is vital to explain the change and the rationale to employees, as well as in developing new strategies for communicating with the outsourced vendor. This letter format will allow you to bond with the organizations employees. In addition to this you will get the idea of how to do everything properly in the company. Data communication. Quiz your employees on their understanding of the new policy. You can do this in a news bulletin update, an email or a quick 5-minute meeting. Organizational leaders are beginning to understand how storytelling can be used as a powerful business tool to impart company culture, to create an employment brand, and to build trust and loyalty among employees. Key leaders should be coached on their role in ensuring effective companywide communication. It is a general announcement for all the employees of [ mention the name of the organization ] that the new policy has been launched on [ mention the date of announcement of the policy]. Discuss with them why its important, who it will impact and why it is going to be created in the first place. You will know when staff have read certain articles and you can sendalertsto anyone who hasntacknowledged them. Marketing | Branding | Blogging. All members of Council and employees are required to adhere to the policy. SeeLayoffs Require Communication, Compassion and Compliance. Eventually, noncompliance, even if accidental, will cause issues. You must state clearly why this change is required and how the new policy will bring positive changes in the organization and also in the working condition of the employees. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) {
specifies that communication with the physician is done verbally. If possible mention the reason why the management has made the change to the previous policy. This will keep it fresh in their mind and remind them to incorporate the update in their daily routine. The Acceptable Use Policy should cover these important areas: Employees access to computers. Options to communicate major changes include hosting information sessions . laws, standards, and requirements change at a rapid pace, and thus, the sample policies may not meet current requirements. A comprehensive disaster plan, complete with communication strategies and standard policies for dealing with emergencies, should be a requirement for all organizations. The rules establish the expected behavioural standards for all employees. Honest, constructive feedback from employees starts with trust and the understanding that employees can voice their concerns without fear of retaliation. Print it out and laminate it and place it in popular communal areas. While most employee handbooks traditionally have been produced in print format, more organizations are moving toward an electronic format, allowing for easy updating, documentation and review, especially when all employees have access to computers. Other methods of communicating policies and procedures in the workplace can include: There are, however, some limitations with these communication methods when youre considering how to inform staff about changes to policies and procedures. WithOplift,you can really quickly transform any policy or procedure article into a quick set of microlearning questions. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes. You may also see travel policy examples. Diverse audiences may have different perceptions and expectations when giving or receiving information, and these differences should be considered when developing messages to a broad audience. WAYS TO COMMUNICATE NEW POLICIES. The problem is that none of these ensure they actually read the content, and for compliance reasons, its important to be able to prove your due diligence. Was the impact of a reduction in force on morale mitigated by the way in which employees were told? Procedures: the processes by which employees should deal with potential breaches of company policies. [ Advice also on how it will bring benefits to the employees of the company.]. The multimedia big data is characterized various features who are prominent in terms of identification and analysis. If thats the case, its generally best to offer several smaller training sessions rather than one longer session. 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. 2023 ComplianceBridge Corporation. Major benefits changessuch as a new carrier or new optionsrequire a more comprehensive approach than the one used for routine updates. Employers should use several different communication means to announce and update employees when an organization faces bankruptcy, a restructuring or a downsizing. Please purchase a SHRM membership before saving bookmarks. If you dont make an announcement before you change it, staff could still be following the rules of the old policy or procedure. They must work accordingly not only to increase productivity but also the values of the company. A good way to communicate a new policy to employees is by tapping into the leadership resources within your team and appointing passionate employees with a solid understanding of the changes to be a champions among their peers who can advocate the importance of the changes and also assist others to implement them. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. For example they may ask employees to do things which they dont actually have time to do. SeeTexts and E-Mails vs. Computer security. Newsletters may be in print or electronic format and may be sent to the employee as well as to his or her family, especially when the news directly affects family members. It will give you the platform to express the positive aspects of the new policy easily. SeeSocial Media Policy. Written by ComplianceBridge Policies & Procedures Team on September 26, 2022. Most HR professionals and organizational leaders agree that linking corporate communication to business strategy is essential to effective and consistent business operations.