The Importance of Procedures in the Workplace

July 12 2019 - Policies and procedures in the workplace play an important role in the smooth running of a company. Defining rules and regulations for both employees and employers mean everyone will know where they stand, there will be no miscommunication or confusion, and every member of staff will be treated without bias.

Ranging from health and safety policies to outlining how tasks should be fulfilled, a company handbook should be drawn up and given to every individual within the company when they start their employment. Policies can clearly state any opportunities and workplace benefits available to employees, along with expectations of conduct around the office. Firm policies will also assist with any legal issues that may arise. It's always wise to make sure everybody knows where they stand.

Employee Procedures

From the initial interview process and training to terminating employment, it's important to outline procedures here. Job candidates should all experience a similar interview process, starting with an introduction and review of the job they have applied for. This should then move on to general personal questions and consistent questions regarding the job in hand.

New employees should experience the same initial training structure and an introduction to the team. A review date at the end of this training should be put in place to ensure all aspects have been covered, and the employee is ready to start working more independently.

Task Procedures

Work task procedures should be available to all and will help with the smooth running of day-to-day life. Task procedures make a workplace more efficient and allow staff members to follow guidelines when help isn't available. With clear outlines in place, tasks should all be completed correctly as they’ll be no room for miscommunication here.

Task procedures also help manage the loss of knowledge if an employee should decide to leave. Experience is invaluable to any job role, and it can be very disruptive when an individual moves onto a new department or workplace altogether. Save a fallback in production by automating some tasks to manage the transitional period, which often takes longer than people think.

Whether it's a script on how to answer a telephone inquiry or a free printable purchase order template, keep documents and resources in one place where staff know how to access them. There are plenty of examples and free templates online that can be adapted and personalized to the company's needs.

Health and Safety Procedures

Probably the most important procedures to put in place, health and safety is vital in the workplace. Depending on the demands of the job, employees may need to watch procedure videos to ensure they're looking after their physical health throughout the job.

Accidents in the workplace will need to be recorded properly, and first aid needs to be readily available around the office. Emergency procedures in case of a fire should be outlined to every member of staff and practiced on a regular basis. Fire exits must be clearly highlighted, and an assembly place should be located a safe distance away from the office building. It is essential to be prepared when it comes to health and safety.

HR Procedures

It is important for staff to know what to do if they are experiencing issues in the workplace, whether it's regarding a conflict with another colleague or issues at home that may be affecting their capabilities at work. A designated member of staff should be assigned as the employee contact and should be trained on all aspects of HR.

When problems arise, the same procedure process should take place every time. Interview the employee and find out exactly what is going on before deciding what action should take place. It is important for staff to feel supported and secure. Annual reviews can help staff feel valued and ensure they are satisfied with their work, replacing staff can be costly, so look after the ones you have already invested time and training into.

General Workplace Procedures

General workplace procedures ensure continuity around the office, regardless of which department staff members are in. Outline dress codes at the start of employment and make sure staff members stick to these rules.

Detail any activities or habits that are deemed unprofessional in the office, such as personal calls or the use of social media. Rules regarding sick days and tardiness should be addressed, and any restrictions on holiday dates should be made clear at the start of employment.

The procedures and policies above should eliminate any confusion or conflict in the workplace, and everyone will be well aware of where they stand. Work should be a happy and safe environment, and solid structure and policies help keep this balance together.

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