Date post: | 20-May-2015 |
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Profile of Training Lead
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13 years of working experiences in training and education.
10 years in consulting. 8 years in writing. Advisor at six companies. Reviewer Panel at three international journals. Have consulted 30+ companies. Have written 300+ manuscripts, articles and
pieces in IT space.
1st Session: Understanding Policy
Importance of Policy
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Dictate a company’s standards and establish its image to the public
Outline on how organization conduct their activities
Define organization code of conduct Give direction to survive and excel Describe organization rules and
regulations
Objectives of Policy
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Provide guidelines to employees and management
Direct behaviors and solve ethical questions Is a key to employee compliance Outline acceptable behaviors and actions
(while procedures describe and define process flows)
Policy handbook outlines necessary steps if an employee breaks the rules
Few Factors to Consider
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Craft aligned with organization's goals Help employees to aid organization’s overall mission Use simple, direct language to adequately convey the
company's policies Structure policies to legally protect organization
interests Write only policies that conform to local teaching
practices Policies for major business processes are inevitable Do not write one set of policies for one department and
another for a different department
Few Factors to Consider (cont’d)
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Establish supervision and enforcement of these company policies
Write company policies that put in place a clearly defined chain of command
Name each authority holder and the extent of his or her authority
Explain clearly how this authority is to work and how each employee is to avail himself or herself of it should the need arise
Policy Specifications
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Organizational vs Functional/Entity Policy Acquire standardized policy template Include employee behavior, but not limited to:
Dress codes Attendance Leave Working hours Holiday allowances
To-the-point sentence structure
Policy Specifications (cont’d)
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Include statements that show our commitment to applicable local, national and international laws: New hire Equal employment opportunity Exempt and non-exempt employees Compensation package Social Security Insurance Tax …
Policy Specifications (cont’d)
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Discuss mandated benefits such as social security; worker's compensation; unemployment; leave; training and development
Outline company policies, such as time-keeping, pay schedule, confidential information, use of mail, phone and e-mail privileges, probation period, performance reviews, and standards of conduct
Offer information on benefits, such as holidays, vacation, retirement plans, insurance, leaves of absence
Instead of telling employees what they can't do, emphasize what they're expected to do
Common Structure of a Policy
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Title: Name it in a meaningful way. Remember our organization will have many policies. Each title needs to clearly define to reader what the policy addresses.
Example: Customer Complaints - Documenting Effective Date: Usually the month and year the policy takes
effect is sufficient. If it's critical, also enter the day. Example: April 2013 Last Updated: Only applies if this is an update to an existing
policy Example: July 2013 Policy Scope: A generic statement including to whom the
policy applies. Example: This policy applies to all employees with
customer contact.
Common Structure of a Policy (cont’d)
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Reason for Policy: Self-explanatory, isn’t it? Example: This policy is required in order to standardize
documentation of customer complaints and to ensure proper resolution.
Policy Content: Give specifics of the policy. This includes what needs to be done, not how to accomplish it.
Example: Each customer complaint, whether verbal or written, shall be brought to the attention of Customer Care Department.
Procedure: Give specific instructions on how the policy is to be carried out or accomplished.
Common Structure of a Policy (cont’d)
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Appendixes Attach or link any forms to which Policy and Procedure
refer to. Written By: Individual responsible for writing Policy and
Procedure. Approved By: Name of Stakeholders Policy Owner: Individual responsible for content of
Policy and Procedure. Policy Contact: Include name, telephone number, and
email address of department that is the primary contact for questions and assistance.
How to Craft and Roll Them Out
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Assess past or present policies Gather latest data, new, or revise policies
to be formulated and distributed Consult with Legal and Audit
departments as necessary Finalize and publish the policy Communicate to department, functions
or entities
How to Craft and Roll Them Out (cont’d)
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Then implementing them If training is required, just DO IT Monitor and evaluate the implementation
are mandatory Make changes as necessary Always keep our eyes on the external
environment
Best Practice for Approval Process
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CEO work with HR execs to craft policies and procedures (organizational policies) OR
HR execs work with functional directors/managers to craft policies and procedures (functional policies)
Upon approval then: Combine together within procedure into
organization policy manuals (HR) Sign-off (CEO, HR, Functional) Monitor, evaluate, review and update regularly (HR) Keep signed copies of employees' review and
acceptance (HR)
Accommodating Change Request
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Functional allowed for request for changes
Accept or Reject (HR and CEO approval) If yes then revise it (HR) Circulate to Functional and or all
employees (HR) Attain and keep the sign-off (HR)
2nd Session: Workshop
Delivery: Forum Group Discussion and Group Presentation
Identifying Critical Path
Based on activities gone through within existing policies and procedures
Recommended Action
Update or Keep it that way?
Existing vs Future
Improving or Enhancing Them?
Reviewing Existing Policies
Selecting a Number of Existing Policies with Highest Priority
Defining Ideal Process
Aligning with Organizational Goals and Objectives
Developing Action Plans
Coordinating with All Participants
Setting the Timeline
Proposing the Schedule and Reaching the Agreement
Final Presentation
Having One or Two Participants Conducting
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