Hr Policies & Procedures

HR Policies & Procedures

A policy is a formal statement of a principle or rule that members of an organization must follow. Each policy addresses an issue important to the organization's mission or operations. HR policies define the philosophies and values of the organization on how people should be treated, and from these are derived the principles upon which managers are expected to act when dealing with HR matters.

As a general rule, policies should be put in writing for the avoidance of doubt. Some, however, exist implicitly as a philosophy of management and an attitude to employees that is expressed in the way in which HR issues are handled. The overall HR policy defines how the organization fulfils its social responsibilities to its employees and sets out its attitudes towards them. It is an expression of its values or beliefs about how people should be treated.

Policies are also defined as the general statements of understandings which guide or channel thinking and action in decision making. They limit the decision within which decisions are made thereby ensuring that there is consistence while contributing to the overall objectives of the organisation.

HR policies should be distinguished from procedures. Policies provide a more general and practical advice and guidance for managers and others on a range of employment issues. HR procedures on the other hand, support and supplement HR policies by giving a step-by-step account of specific arrangements that apply in particular circumstances. A procedure tells members of the organization how to carry out or implement a policy. Policy is the "what" and the procedure is the "how to. In the words of Armstrong (2011), a policy provides generalized guidance on how HR issues should be dealt with whilst a procedure spells out precisely what steps should be taken to deal with major employment issues such as grievances, discipline, capability and redundancy. An HR procedure should support an HR policy by explaining how the issue will be dealt with and by whom.

Features of HR Policies

• HR policies are linked with HR objectives hence making organisational objectives more easily achievable.
• HR policies reflect the intentions of top management about the workforce of the organisation. They describe management’s thinking, actions and practices towards the employees.
• The formulation of HR policies is vested on the human resource department in consultation with the line managers subject to approval by top management.

Role of HR policies in Organisations

HR policies serve a number of purposes in organizations including the following

• HR policies can be used in training programs to help participants understand the philosophies and values of the organization and how they are expected to behave within that context.
• They are a means of defining the employment relationship and the psychological contract.
• HR Policies ensures that employees understand their responsibilities and how they should deal with various situations at the workplace.
• HR policies provide guidelines on how key aspects of people management should be handled.
• To guide employees to deal with a particular situation in a particular manner.
• To ensure mutual confidence between the employer and the employees and thereby avoid misunderstanding between them.

• Communicate values and expectations for how things are done at your organization
• Document and implement best practices appropriate to the organization
• Support consistent treatment of staff, fairness and transparency
• Help management to make decisions that are consistent, uniform and predictable
• Protect individuals and the organization from the pressures of expediency

The only major drawback associated with policies is that written policies can be inflexible or constrictive. 

Common values expressed in an HR policies

• Equity – treating employees fairly and justly by adopting an ‘even-handed’ approach. This includes protecting individuals from any unfair decisions made by their managers, providing equal opportunities for employment and promotion, and operating an equitable payment system.
• Consideration – taking account of individual circumstances when making decisions that affect the career prospects, security or self-respect of employees.
• Organizational learning – a belief in the need to promote the learning and development of all the members of the organization by providing the processes and support required.
• Performance through people – the importance attached to developing a performance culture and to continuous improvement.
• Quality of working life – This involves increasing the sense of satisfaction employees obtain from their work by, reducing monotony, increasing variety, and responsibility, avoiding placing people under too much stress and providing for an acceptable balance between work and life outside work.
• Working conditions – providing healthy, safe and, pleasant working conditions.

These values are espoused by many organizations in one form or another. But to what extent are they practised when making ‘business-led’ decisions which can, of course, be highly detrimental to employees if, for example, they lead to redundancy? In Zimbabwe, HR policies cover the following broad areas; HIV & Aids, Sexual Harassment, Promotion, Discipline, Grievance.