An organization needs a lot of things to run smoothly. There are a number of employees working in a company who are directly linked to the performance, well-being, and productivity of a company. Having HR policies in place is a vital component for any company to differentiate with any of the informal or unstructured Company. There are a number of reasons to include HR policies in your system like:
- It helps in communicating the expectations and values of the company to the employees.
- It helps the companies to get empowered in the laws and compliances and protect themselves from any unfair or unnecessary employment claims.
- The organizations get a chance to formulate the policies and structure the culture as per their own requirements.
There are some policies that are required for sure in any organization.
Code of Conduct and Confidentiality
This is the most important thing for the management to have all the confidential information kept within the organization. If you have any secret documents or code source that should not be shared with any of the person not belonging to the company, then HR should make sure that they get an ‘Agreement of Confidentiality’ signed to safeguard the company information. You can take help from a legal advisor too for the same.
Working Hours and Attendance
To keep the employees to maintain an office culture to be punctual and available most of the times, it is very important for an organization to have written and clear policies related to working hours, attendance, early leaving, over-time. All the employees should be clear on the rules and salary deduction conditions at the time of their joining or during their induction program. These policies are mandatory to be available to the employees to go back and check at any point. It can be a soft copy or a hard copy in the form of the employee handbook.
Recruitment and Termination
Just like we have proper instruction from management in the recruitment process, there should be clear policies formulated for the termination process as well. An employee’s termination leads to many important decisions like their notice period deduction, full and final settlement, the document to be submitted, visiting cards/ I-card submission, eligibility to get experience or relieving letter, and much more. So, the terms and conditions related to resignation, notice period, and termination should be clearly mentioned to all the employees on first hand.
Performance Appraisals and Increments linked
The employees should have a clear idea of the performance appraisal period, assessments, and increments. When you say that we have quarterly appraisal system in the organization, they should be clearly told that though they may have four performance reviews annually, the increments will be done once only. So, there should be clear rules and instructions mentioned in the policies regarding compensation, appraisals, and performance linked variables.
When we make policies for leaves, first of all, we should know the law of your state about the compulsory leaves to be given to any employee. It can be any from sick leave, short leave, maternity or paternity leave, paid/ unpaid leaves, earned leaves, leave carry forwards, or any other as applicable. Every organization has to abide the laws and hence the policies need to be made as per the law as well as the company’s requirements.
Grievance Handling, Discrimination, and Harassment
There should be a proper process for a company to do a formal complaint. There can be a complaint regarding work culture, discrimination, discipline, privacy, harassment, salary, sexual abuse, or any other one. However, there should be a defined process and hierarchy to convey their problem and complaint. Then it is the duty of HR department to address the issue for sure without taking any party’s side.
Though we try to keep the work culture clear and transparent, there should be a whistleblower policy where any employee can complain about anyone or anything within the organization without revealing his/ her real entity.