Policies and procedures are an essential part of any organization. Some policy and procedural changes have major implications for the entire company or just specific sections of it. It might not only be your employees, but also stakeholders such as clients, partners and the wider community. Request a free online demo. A memo (or memorandum, meaning "reminder") is normally used for communicating policies, procedures, or related official business within an organization. The employee handbook is used to communicate standard operating procedures, guidelines and policies. Push these out daily in the first week of your policy or procedure update. Maintain consistency to establish a strong employment brand. specifies that communication with the physician is done verbally. Thank you so much for your time. See our sample email to employees about new policies that we created that you can use and adapt to suit your own organization. Introduction to the Email Policy. Ideally, you should take a consultative approach to changes to policies and procedures so that employees are aware that change is coming, have their opinions canvassed and included if appropriate, and are then informed about the change when it is finalized. Was the impact of a reduction in force on morale mitigated by the way in which employees were told? All members of Council and employees are required to adhere to the policy. This should tell your staff what the policy or procedure is, why you implemented it, what problems it will solve and why it is crucial to carry out. This last takeaway may seem obvious, but some companies still havent figured it out yet employees have to see a policy to read it; storing policies in cluttered filing cabinets or binders just doesnt cut it anymore. There is no better way to cause resentment among employees than to ask them for feedback and then fail to act in response to their concerns. The CEO and senior managers are ultimately responsible for setting the tone and establishing organizational culture. Our security policy has been updated to reflect new systems that have been installed and new protocols that we now require staff to follow. Include as much of the employee feedback as possible. Depending on the changes, you may need to roll out company-wide training at the beginning of the new initiative, or just as required. Access sample business letters and write a sample business letter. This is to inform all the employees that company has decided to change its policy with regards to the late comers and this will be effective from 1 st July, 2016. An internal communication policy also outlines the roles and responsibilities of employees, particularly at the management . ServicesHelp CentreAwardsMedia CentrePrivacy PolicyCompany InfoContact Us, Free policy and procedure sample checklist, Free scanning app to minimise COVID-19 and GDPR risk, Compliance issues HR professionals should prioritise in the workplace, How to communicate new policies and procedures. Employees at (Name of the company) are encouraged to communicate with their superiors, peers, subordinates in a manner which . This policy will really change the atmosphere of our esteemed company that is [ mention the name of the company]. Depending on what works best for each organization, the method varies. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. 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]. With just a few clicks, you can publish policies and notify employees, or print them out to distribute, depending on your needs. 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. Communicating with Diverse Audiences. Cell Phones: This sample cell phone/smartphone policy offers guidance regarding the use of personal cell phones in the workplace as well as for company-owned mobile devices. Change of Business Name Announcement Letter: 4 Templates, Fundraising Letter Templates: 55+ Types of Formats, 401k Announcement Letter to Employee Sample Template, Closing of Business Announcement Letter: 6 Templates, Sister Heart Touching Love Letter: 30 Templates, Insurance Policy Cancellation Letter Example: 4 Templates, Merger Announcement Letter Sample Templates, Compliance Director Cover Letter Example: 4 Templates, Community Pharmacist Cover LetterExample: 4 Templates, Community Relations Specialist Cover Letter Example: 4 Templates, Community Service Worker Cover Letter Example: 4 Templates, Compliance Coordinator Cover Letter Example: 4 Templates. This will change the atmosphere of our company in a positive way. HR professionals must consider how to communicate new benefits plans, new operating procedures, a new company culture, revised organizational charts and myriad other issues during mergers and acquisitions. Changing or altering confidential information. With so many choices, such as face-to-face communication, electronic media, meetings, printed materials and webinars, the decision becomes quite complex. 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]. See7 Tips to Increase Employee Engagement Without Spending a Dime and Respondents were able to select more than one option. Once you have done this its vital that you also communicate these points face to face to your employees. A comprehensive disaster plan, complete with communication strategies and standard policies for dealing with emergencies, should be a requirement for all organizations. The policy has been updated following a review that recommended best-practice actions be implemented to keep our data secure and to enhance the physical safety of our employees. When concepts are difficult to grasp, just writing them down and hoping for the best isnt going to cut it. Policies may be developed to suit the specific needs of Oak Ridge Schools' functions and resources. Please confirm that you want to proceed with deleting bookmark. Employees should be notified in due time and given enough information to be able to adapt to changes in company policies and procedures. Organizations may have employees located across the city or across the globe and may need to rely on virtual team meetings to get work done. WAYS TO COMMUNICATE NEW POLICIES. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc). 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. If you use one likeOpliftyou can view how many times the article has been opened, allowing you to know if it is really being used by your staff. While most employee handbooks traditionally have been produced in print format, more organizations are moving toward an electronic format, allowing for easy updating, documentation and review, especially when all employees have access to computers. We hope that you all will accept this new policy named [ mention the name of the policy]. When you have a large workforce,communicating policies and procedures can be incredibly difficult. Do you want to know more? It will be really great if you follow this policy with honesty. Products. As the people who carry out the policy or procedure every day, your employees input will be extremely valuable. Send reminders or hints and tips about the policy update as part of an internal communications campaign to really make sure that the message gets through. HR professionals, in conjunction with public relations professionals and top management, should develop formal policies and procedures for dealing with external media. The messages display in a way that cannot be skipped or ignored making it the perfect way to communicate critical policy and procedure changes. WithOplift,you can really quickly transform any policy or procedure article into a quick set of microlearning questions. Example 1 : Sample Letter for New Policies And Procedures Company Name or Letterhead Address City, State Zip Date Addressee Address City, State Zip Dear Agents: Effective May 1, you can call extension 7788 for your medical insurance renewal changes. A communication strategy includes the following elements: Everyone in the organization has a role to play in communication: Communication training may encompass any number of topics, including: A strong training component will not only equip leaders to communicate effectively with their teams and other organizational leaders, it will also help them understand the appropriate communication channels and protocols. 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. 1. The interview process presents unique nurse interview questions that need the correct nursing-specific answers to impress the hiring manager and assure the prospective employer that you're a good fit. The high visibility combined with our 100% delivery rate guarantee. This will show your staff that you do value their opinion, making them feel more involved. Explain why management has made changes to the previous policy or implemented a new one, Inform staff about the date the new policy will be implemented. The over-riding consideration when communicating with customers and suppliers is to maintain the brand integrity of the Organisation. We will be taking it into consideration and making necessary amendments. To contribute your expertise to this project, or to report any issues you find with these free . Employees Owners/CEOs Customers Stockholders Investors Suppliers Partners Creditors Trade Unions Government How to identify your stakeholder When you have the final policy or procedure in place, send out a company update. Training on the new policy or procedure could be necessary depending on the situation. { You must mention the necessary details about the new policy highlighting how it will be profiting the employees and thus making the company successfully run]. +1 (800) 317-2820 These policies are designed to ensure the safety, growth, and development of the employees as well as the organization. Should employers announce or post employee birthdays? 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. Sub: Announcement of New Policy. Computer security. Need help with a specific HR issue like coronavirus or FLSA? Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. The policy of (Insert name of your facility) is to ensure . The impact of effective and ineffective communication on the organization and its employees. To, All Employees, XYZ Development Bank. Get in touch. Request a demo of ComplianceBridge today! This policy will be effective from [mention the date]. Emergenciessuch as those caused by weather, violent employee behaviors, natural catastrophes or terroristsrequire quick and effective communication to ensure the health and safety of employees and their families. 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. Does the HIPAA Privacy Rule prohibit employer announcements of births, employee hospitalizations or family medical emergencies to other employees? communication, the college's web site, internal campus communication, campus distribution of mass email, community relations activities, displays, and signs. Both methods have advantages and disadvantages. Employers can elicit fast feedback through surveys and polls about specific issues (like a new benefit or policy) or general concerns. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience . CORPORATE COMMUNICATIONS POLICY AND PROCEDURE Document: CD-13151 Version: 0 Page 7 of 7 13. Any questions can be directed to [contact name]. ].I am quite confident that the policies will help in resolving the issues of the customers and the clients and make an impact on the productivity graph. The 7 Deadliest Communication Sins. With the introduction of these systems, staff will be issued identity cards that must be worn at all times while in the office or other company facilities. 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. This policy will definitely boost up the sales and you all will have a high chance of getting promoted to the higher post. Do this by repeating the steps which we mentioned in phase two or use a compliance management system such asOplift. Scope of the policy: This is implied to a section/group of people the policy would apply to (Enaohwo, 2020). It also helps the organization maintain discipline and efficiency internally. On A Mission to Help Small Businesses to Be a Brand. 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. Examples of policy change in the workplace might include health and safety requirements, governance and disclosure policies or behavior and conduct policies. Social media can help recruiters source top talent, help salespeople identify potential contacts and allow employees to keep in touch with their leaders. The policies to achieve these objectives are derived from various financial best practices, state and federal laws, and regulations. Now were not talking about a 45-minute long course for your employees to learn about the new policy or procedure. What HR Professionals Should Know About Chatbots. Email and internet usage. There is no point having the policy or procedure on a piece of paper locked away in a file which no one ever accesses. Procedures can be used as the basis for OHS training for all personnel. POLICY STATEMENT It is the policy of the Amahlathi Local Municipality to provide information to its internal 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. How to Communicate Your Work Policies. One way to start communicating new policies and procedures is through email, an internal newsletter, or the like, but when possible, its best to follow up face-to-face. SeeTexts and E-Mails vs. We hope best for our esteemed company that is [ mention the name of the company]. Organizations may find that some business functions are handled better through outsourcing. Below are key steps you need to carry out to make sure that your new policies and procedures are effectively communicated: Dont just publish a new policy or procedure andthentell your employees. The various constituencies affected by the communicated information. Be transparent Hold a staff meeting to communicate policy updates. This policy will be effective from [mention the date]. The description of the items or activities where the corporate emails can be used. This will embed their importance and ensure that everyone is aware. Office Management: Examples of office policies include after-hours calls, petty cash access, and supply cabinet access. SeeMake Your Benefits Website a Year-Round Hub. This will also streamline the writing process and save a lot of time. Find out more about ComplianceBridges Policy & Procedure Software, as well as its Risk Management Software by watching a two-minute demo. 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communicating new policies and procedures sample