This is to announce to all the employees that our company [Mention name of the company] has decided to introduce a new policy with regards to [Mention the reason behind introducing new policy] and this will be effective from [Mention the date from which the new policy will start]. Thank you so much for your time. temp_style.textContent = '.ms-rtestate-field > p:first-child.is-empty.d-none, .ms-rtestate-field > .fltter .is-empty.d-none, .ZWSC-cleaned.is-empty.d-none {display:block !important;}'; This could look like implementing a suggestion box, opening the floor up for discussion at the end of a meeting, holding open office hours, or sending out surveyswhat matters is that you have a clear process, provide ample opportunity for employees to share their thoughts, and create a space where they feel they can do so without fear of repercussions. Communication is a vital management component to any organization. Any questions can be directed to [contact name]. Our esteemed company [ mention the name of the company] has introduced this new policy because [ mention the reason]. The 7 Deadliest Communication Sins. We hope that this amendment will make a change in our company and be good for the companys growth. Thelearning platformrepeats questions which staff have answered incorrectly until they get them right. This Employee Policy Manual has been designed to help new and current employees familiarize themselves with Widget, Inc.'s policies, procedures and business culture. Directive #1Written Code of Conduct: To assure the development and distribution of a written code of conduct as well as written policies and procedures that promote [Organization Name]'s commitment to compliance and that address industry-specific areas of risk. OverviewThe Importance of a Comprehensive Communication StrategyBuilding a Communication StrategyAudienceVehicles and ApproachesTypes of MessagesLegal Issues. Policy brief & purpose. 4. In addition to this by applying this policy workers will get the idea of what is being expected from them e.g. When you have the final policy or procedure in place, send out a company update. Whenever you make changes or updates to this company manual, you should send communications to employees outlining the changes and telling them where they can find the information. 2. You can also see which employees have viewed each policy to track confirmation of receipt. They can also discover potential employee relations issues and learn about attitudes toward terms and conditions of employment. moreinfo@compliancebridge.com. Here are five ways you can be effective in communicating a new or changed workplace policy to your employees. A policy change letter helps the employees stay updated on the company's code of conduct, policies, and rules. You will get different opportunities by following this policy and will benefit from this. Just as you need to clearly communicate the need for change, offering opportunities for employees to provide meaningful feedback can help to keep them engaged throughout the process. This policy will be followed from [ mention the date]. Listening to employee issues and concerns builds loyalty and drives improved productivity. The employee handbook is used to communicate standard operating procedures, guidelines and policies. The only problem with that is that employees could say that they have read it when they havent even looked at it. It: Ineffective communication may increase the chances for misunderstandings, damage relationships, break trust, and increase anger and hostility. They take the form of formal directives, instructions . Effective writing and presentation skills. You can do this by communicating the proposed new policies and procedures and providing them with a sample of what it will look like. [Highlight the necessary points concerning the new policy like important dos and donts, benefits, etc of the company which will help in increasing the values of the company, guiding the employees to adhere to rules and regulations during the performance hours and how will it be suitable for employees of the company.]. Other times, they might be used to describe different types of guidelines. Options to communicate major changes include hosting information sessions . } Find out more about ComplianceBridges Policy & Procedure Software, as well as its Risk Management Software by watching a two-minute demo. The introduction explains the purpose of the policy to the reader. SeeMake Your Benefits Website a Year-Round Hub. SeeUnion Communication Guidance: TIPS and FOE. Our security policy has been updated to reflect new systems that have been installed and new protocols that we now require staff to follow. 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. This policy will be effective from [mention the date]. Password protection. You should know how to notify employees of policy changes because writing a notification letter can get tricky. Refresher and follow-up training should also be factored in if necessary. The policy of (Insert name of your facility) is to ensure . The company will benefit from this policy in many ways and therefore employees will benefit too. [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]. Clearly communicating new policies and procedures is essential if an organization wants to protect its reputation, its legal standing, and its employees health and safety. Accordingly, benefits communications should be planned carefully using means appropriate to the circumstances: printed messages, virtual or face-to-face meetings, one-on-one briefings, and so on. [ Explain the details about the policies that are important for the company. A memo (or memorandum, meaning "reminder") is normally used for communicating policies, procedures, or related official business within an organization. You will be contacted by a representative of the security team in the coming weeks to arrange for your photograph to be taken and for your card to be issued. In effect, this is a soft copy company manual. 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. Educates employees on the merits of remaining union-free (if that is the organization's goal). Employers should use several different communication means to announce and update employees when an organization faces bankruptcy, a restructuring or a downsizing. 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]. One way to do this is by circulating this notice to the employees. The type of message sent is a major factor in choosing the appropriate communication channel. Discuss the update before you implement the update Don't just publish a new policy or procedure and then tell your employees. We are available 24 hours a day. Robust policies and procedures are imperative, but almost worthless if they are not read and effectively understood. SeeEmployee Engagement Surveys: Why Do Workers Distrust Them? Email and internet usage. Policies and procedures are the formal guidelines that prescribe actions, behaviors and processes for members of an organization. Regardless of how you initially share the change, theres no guarantee that people will read it. 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. People are often resistant to change, particularly when theyve done something a particular way for a long period of time. While the importance of communicating new policies and procedures is apparent people can only follow policies and procedures if they know about them doing so isnt always easy. 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. To let you know why the company is introducing a new policy in the company, it is because [ mention the reason for introducing a new policy]. Helps employees understand terms and conditions of their employment and drives their commitment and loyalty. . [Company name] is committed to protecting its people, information, facilities and other assets. Even if changes are announced via email or in writing in other official channels, its still a good idea for managers to speak directly to their employees about them in team meetings or even individually to ensure compliance. Departmental Communications Policies must operate within the spirit of this policy and deliver, as a minimum, the specifics articulated in the Framework below. If possible, and if the business policy and procedure change warrants it, hold a meeting or a webinar with senior management in attendance to explain the need for the policy change and any consequences. Messaging applications such as Jabber and Slack and chatbots that interact with applicants and employees through automation may be the future of workplace communication. We hope that you all will accept this new policy named [ mention the name of the policy]. You need to send the update out and make sure that it is read. +1 (800) 317-2820 Createmicrolearning questionsand tasks which staff can take five minutes out of their day to complete. 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. The policies are made in accordance with the current working demand and also to make it comfortable for the employees to invest the best of their efforts in the company. Despite the difficulty of doing so, organizations should strive to collect qualitative and quantitative information to evaluate their efforts: SeeMeasuring the ROI of Employee Engagement. On a more personal level, by discussing updates and changes prior to making them, you not only show your employees that you respect them enough to keep them informed (which is reason enough on its own), but you also help ensure they understand the value of whats being proposed (and getting employee buy-in early on will be of huge benefit down the road). For example, employers may face charges of unfair labor practices as a result of how it communicates to employees the company's desire to remain union-free. [ Advice also on how it will bring benefits to the employees of the company.]. To develop a communication strategy, employers should begin by linking communication to the strategic plan, including the organization's mission, vision and values; its strategic goals and objectives; and its employment brand. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience . Workplace Communication /Employee Internal Communication. 2. This policy will focus on the employees and will benefit them in many ways. When youre updating your employee policy handbook, it can be useful to get feedback and assistance from employees to ensure you hit the right mark. Policies set forth the basic position of the practice on key issues while procedures describe specific tasks required to (You could even make a policy on policy writing.) As [ mention your designation], I do know that every employee of [ mention the name of the organization ] is privileged to voice their opinion for or against the new companys policy. A process by which leaders evaluate any particular situation driving the need to communicate and from which key messages will emerge. POLICY STATEMENT It is the policy of the Amahlathi Local Municipality to provide information to its internal Download: New Company Policy Template. Of course, email isnt the only way to go about notifying employees of policy changes. Be clear in what you are writing about the policy change and take all the necessary approvals from management before circulating policy changes. This should go beyond simply making yourself available if an employee wishes to provide feedback, it means actively seeking it out. One way to start communicating new policies and procedures is through email, an internal newsletter, or the like, but when possible, it's best to follow up face-to-face. Is the communication best suited for an electronic message via e-mail or for a face-to-face meeting? By storing policies in an easy-to-find, centralized location, you can rest easy knowing your employees will always have access to the information they need. $('.container-footer').first().hide(); How to Communicate Policies and Procedures to Staff Clear HR Consulting provides recommendations on how to communicate policies and procedures to staff in your small business. Examples of company policies include employee conduct policies, dress code, attendance policies, equal opportunity policies, and other areas related to the terms and conditions of employment. Modes of Communication While recognising the need for a range of communication types the policy positively encourages face-to-face communication whenever possible. For wireless devices, it might simply be a requirement to have the device on during . 3. HR professionals may initially think of communication mainly in the context of delivering messages to employees about business issues, policies and procedures, but 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. Review common policies and procedures that your company should have in place to guide all business processes for efficient operation with fewer issues. Compliance Officer and Committee All Employees. Should employers announce or post employee birthdays? Do this by email or try it on yourinternal comms software. Employees are more likely to successfully buy in to change when it is being championed by a colleague they respect and trust. Communication regarding employee benefits may greatly affect employees' perceptions of the value of their compensation package and, moreover, the value of their employment with an organization. Updated on June 28, 2018. Policies and procedures are an essential part of any organization. Here are 10 real examples of workplace policies and procedures: 1. If thats the case, its generally best to offer several smaller training sessions rather than one longer session. As a part of the company everyone is required to accept this new policy and should follow the new rules and regulations of our esteemed company that is [ mention the name of the company]. 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]. SeeManaging Through Emergency and Disaster. Retail Shoplifting Policies and Procedures for Apprehensions. The messages display in a way that cannot be skipped or ignored making it the perfect way to communicate critical policy and procedure changes. Have Questions? else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Making sure that staff are aware of them and understand them can be hard work. Procedures can be used as the basis for OHS training for all personnel. 7. While much of a communication strategy is focused on imparting information to employees, another central component is permitting employees to have a voice with members of senior management. I would like to request everyone to read the policies carefully. Products. The policies to achieve these objectives are derived from various financial best practices, state and federal laws, and regulations. It is a set of rules that companies expect employees to follow. Should communication be mailed to the home address of the employee if family members are affected by the news, such as in a benefits update, or is it best communicated in a meeting conducted on work time? During the trial, it gives your staff a chance to provide more feedback for you to improve the policy or procedure. Deliver key informationeven if the computer is on screensaver mode, locked or sleeping. There are many benefits of this policy which includes provides a means of communication to new workers, provide a clear framework for decision making, demonstrate good faith that workers are treated properly, provide an amazing method to deal with different kind of problem, provides knowledge to the workers that what is expected from them, for example, behavior and performance standards and many such things which will do good to the company as well as to the employees. Honest, constructive feedback from employees starts with trust and the understanding that employees can voice their concerns without fear of retaliation. You may also see travel policy examples. Join 5000 subscribers around the world and subscribe to the free monthly Cutting Edge Insights newsletter! Did the organization fare better because of the manner in which it communicated crucial information about a merger or acquisition? You will know when staff have read certain articles and you can sendalertsto anyone who hasntacknowledged them. Request a demo of ComplianceBridge today! This reinforces knowledge through repetition. 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. As a matter of fact, any company aims to make policies by enhancing productivity and maintaining discipline and guiding the staff members to work accordingly. 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. Example 2: Company procedures and policies Company Name or Letterhead Address City, State Zip Date Addressee Address City, State Zip To the Men and Women of AT&T: In January 1990, we will begin to offer you one of the nation's most comprehensive benefit packages supporting work and family matters. 1. 297 Kingsbury Grade, Suite 1180 Communication issues with mergers and acquisitions are a high priority for HR professionals. Use of a combination of delivery channels to ensure the message gets across. We hope best for our esteemed company that is [ mention the name of the company]. The description of the items or activities where the corporate emails can be used. We will enter any changes directly into the system and within 2 days. Effective policy management cant exist without strong communication practices as stated above, people have to know about policies and procedures in order to follow them. I [mention your name] working in the position of HR in [mention the name of organization] have been entrusted with the responsibility to highlight on the new policies that would be effective on [mention the effective date]. } Highly effective strategies that are often top-down, with senior management setting the tone for a cascading series of messages. This is to inform all the employees of our esteemed company that is [ mention the name of the company]. However, following these best practices will make the process as smooth and efficient as possible. To request permission for specific items, click on the reuse permissions button on the page where you find the item. 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. When selecting the best communication vehicle, organizational leaders should consider: Organizational leaders have many options, including the following, when selecting a communication vehicle. Just like when introducing a new company policy, a company policy update also requires a special approach and attention. Home Letters Templates Announcement Letters. To, All Employees, XYZ Development Bank. In collaboration with information security subject-matter experts and leaders who volunteered their security policy know-how and time, SANS has developed and posted here a set of security policy templates for your use. Major benefits changessuch as a new carrier or new optionsrequire a more comprehensive approach than the one used for routine updates. While organizations generally agree that measuring and quantifying results of communication plans are beneficial, this goal is difficult to accomplish. Print it out and laminate it and place it in popular communal areas. Ineffective communication may stem from poorly aligned strategy, a failure to execute the strategy, use of the wrong communication vehicle, bad timing, and even nuances such as word choice or tone of voice. var temp_style = document.createElement('style'); Be transparent Hold a staff meeting to communicate policy updates. Safeguard credibility to establish loyalty and build trust. If you follow all the rules and guidelines of this policy you will definitely get benefitted by this. $(document).ready(function () { CORPORATE COMMUNICATIONS POLICY AND PROCEDURE Document: CD-13151 Version: 0 Page 7 of 7 13. Computer security. Sample Communication Policy. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes. Determine who is going to be affected by the new work policies. Procedures: the processes by which employees should deal with potential breaches of company policies. Corporate compliance. Depending on what works best for each organization, the method varies. Get in touchand discover Oplift. With great pleasure this is to inform all the employees of our esteemed company that is [ mention the name of the company]. This requires all communication and communication-related activities to be co-coordinated and recommended by the Unit. You can communicate your work rules orally or in writing. Mention the date from which the new policy or changes will be implemented. 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. On A Mission to Help Small Businesses to Be a Brand. Real examples of workplace policies and procedures and providing them with a sample what. ( if that is [ mention the name of your facility ) is inform! Provide feedback, it means actively seeking it out and make sure that it is a set of that. 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