Even though “policies” and “procedures” are two terms frequently mentioned together, they serve entirely different roles. Policies refer to the high-level regulations that determine the culture of an organization by providing a framework and shaping decisions for daily activities. Contrary to that, procedures refer to lower-level processes that give reason to employees to adhere to company policies and regulations. Policies and procedures guide the company towards success by ensuring legal and regulatory compliance.
An organization’s policies are concise, clear statements of the parameters within which it conducts its operations. They are typically the rules that the staff abides by as they work towards the fulfillment of the company’s objectives. Procedures point out the steps that employees should follow in completing their tasks.
Policies and procedures play a critical role in regulating the significant actions, decisions, and principles of a company. They give the necessary guidance and authority to a company or specific department on matters like bank accounts, hiring processes, and employee dress code.
Policies and procedures are critical to an organization. They guide their strategy, operations, and workflow. They work concurrently to help the company achieve its goals.
Vital Elements of Policy and Procedure
A policy and procedure template contains a wide range of details. They are, however, a few key elements that you should focus on. They include:
- Organization culture
- Work from home policies
- Employment procedures
- Payment procedures
- Communication policies
- Employment benefits
- Employee code of conduct
- Workplace guidelines
- Technology usage procedures
Importance of Policy and Procedure Template
Policy and procedure templates play a critical role in the efficient running of staff and company. Here are the benefits of using policy and procedure templates.
a) Setting A Mission
Policy and procedure templates help a business owner discover the company’s value, mission, and ambitions. It also plays a critical role in setting the conduct, performance, and behavior of employees. Furthermore, it defines the expectations for employees by providing a source of reference for them to countercheck their duties.
b) Boost Employee Work Efficiency
In a typical work setup, employees have queries on various aspects. A well-developed policy and procedures template serves as a dependable source of answers to common work queries. Documented manuals, for example, speeds up the decision-making process for employees. Besides, it helps them follow regulations regarding business matters. This leads to increased sales and productivity.
c) Improve Communication
A detailed policy and procedure template serve as a great communication tool. It is a platform through which all company operations are discussed, eliminating transmission gaps. Today, a good number of companies are publishing their policies and procedures online to make Communication easier.
d) Saves Additional Training Time
Policy and procedures can significantly reduce the training period of a new employee. This is because they provide a training guide for new employees as well as the current ones. Furthermore, they reduce the effort and time put into training the new employees by making the onboarding process simpler.
Steps to Formulate a Good Policy and Procedure Template
Below are the steps to follow in formulating an excellent policy and procedure template.
Give a title
The title is significant in a policy and procedure template. It is the heading of the document. It would be best if you made your title short and precise. Everyone should be able to read and understand it.
Add a description
This is the section where the company describes itself and its services. It is a form of introduction that aligns readers to the policy’s scope.
Write the purpose of the policy
This section explains why the policy exists. It could be due to concerns such as regulatory and legal needs. Additionally, you should also mention the conflicts that policy seeks to avoid.
Write condition statements
You need to add conditional statements to your template. This forms the lengthiest and, by far, the most important part of the document. It specifies to the audience the different guidelines and regulations in a work environment. It also discusses the expectations for employees and the company’s objectives.
Add the scope of policy and procedure manual
Please indicate where the policy applies and under which conditions it does not. It shows the role of each department and identifies those exempted from the policy.
Make a section of responsibilities
You need to clarify the maintenance and regulation of policy. Indicate the role, department, or group that must maintain the policy.
Add procedure details
Your template should contain a complete step-by-step guide. Explain how to complete the assigned tasks and policies by mentioning the procedural steps and information.
Include any references
Present regulatory documents, related policies, forms, procedures, and guidelines for reference. Additionally, you can reference any other documents or policies that can help readers understand your policy.
Make a help page
A help page is a section on your template that enables readers to contact the relevant personnel in case of challenges.
Download Policies and ProceduresTemplates
Are you having trouble creating a policy and procedure template? We have got you covered! You can download our free and premium templates for better guidance.
Policies and Procedures Sample
Policy and Procedure Manual
Policy and Procedure Template
