Published on March 13, 2014
A PRESENTATION ON HR POLICIES 1 Prepared by K.M. Tanbhir Siddiki Deputy Manager Persona Hair & Beauty ltd.
3 Processes ProceduresPolicies
Policies, Processes and Procedures • The policy is the list of rules or the framework for the task. In the case of driving, the policy is the rules and regulations for driving. **A Policy regulates and controls actions 4
The process is the outline of how to get to the destination. Imagine the map showing the driver where they are starting and where they are ending ** Procedure tells users how to, and who will, implement the policy 5
• The procedure is the list of exact instructions for every turn the driver needs to take to arrive at the destination. • ** Procedure is an act or a manner of proceeding in any action or process 6
Human Resource Policies Human resource policies are the formal rules and guidelines that businesses put in place to hire, train, assess, and reward the members of their workforce.. Human resource management is responsible for the creation, implementation and interpretation of personnel policy. A policy that should be clear & open to all employees . 7
Human Resource Polies are developed to Ensure this total process is in line. 8
Purpose HR policies allow an organization to be clear with employees on: – The nature of the organization – What they should expect from the company – What the company expects of them – How policies and procedures work at your company – What is acceptable and unacceptable behavior – The consequences of unacceptable behavior 9
Things to Consider • Each policy should include all the elements needed for easy revision and effective implementation: – Carefully researched policy language, – Thorough analysis of underlying management issues, and – Comprehensive legal documentation with clear explanations. 10
Things To Consider Identify the important policy issues for the organization. – current laws – funder requirements – any collective agreements that affect your organization – issues that address important concerns and support what your organization represents 11
Things to analyze – How have we handled this issue in the past? – Does the size of our workforce justify having a policy about this issue? – Are we willing to invest the time it takes to keep the policy up to date? – What do we hope to accomplish with this policy? What are the outcomes? – Will this policy foster something our organization believes in ? 12
Drafting the policy – Policy name – Effective date of the policy and date of any revisions – Approval status – References – Purpose of the policy – Main policy statement – Definitions of any key concepts or terms used in the policy – Eligibility or scope – Positions in the organization responsible for implementing and monitoring the policy – Procedures for carrying out the policy 13
Key Functions of HR Department • Workforce Management • Recruitment and Selection • Training and Development • Compensation and Benefits • Performance Management • Labor Relations • Personnel Administration 14
WORKFORCE MANAGEMENT 15
Workforce Management Encompasses all the activities needed to maintain a productive workforce: •Payroll & benefits •HR administration •Time & attendance •Career & succession planning •Talent management •Learning management •Performance management •Forecasting and scheduling •Workforce tracking and emergency assist 16
Time and attendance • Should include Work timings ,lunch time, travel time, waiting/idle times overtime ,relevant legislation, local agreements and the contracts of individual employees – including work-life balance guidelines. • Different types of leaves of absence should be included : – Medical Leave of Absence – Parental Leave of Absence – Family Care Leave of Absence – Personal Leave of Absence etc 17
Succession Planning 18 Objectives – To identify replacement needs – To provide opportunities for high potential workers – To increase pool of promotable employees – To support implementation of business plan – To guide individuals in their career paths – To encourage the advancement of diverse groups – To improve ability to respond to changing environmental demands – To improve employee morale – To cope with the effects of downsizing, attrition, retirements
Succession Planning 19 • Assess the potential vacancies in leadership and other key positions • Assess the readiness of current staff to assume the positions • Develop strategies to address these needs based on the skill gaps
Forecasting and Scheduling 20 establishing likely demand by analysing historical data
HIRING / RECRUITMENT & SELECTION 21
Hiring The process of attracting, screening, and selecting qualified people for a job at an organization or firm. 22
Key Aspects of Hiring Policy · Recruiting Sources · Selection and Hiring Procedures · Offer Letter · Reference Checking · Background Investigations · Rejecting An Applicant · Equal Employment Opportunity and Hiring · Physical and Educational Requirements · Medical Inquiries and Examinations 23
Sources of Recruitment • Internal Sources – Retrenched Employees – Retired Employees – Dependent of deceased employees – Internal Job Postings – Promotions – Demotions – Moving across verticals 24
Sources of Recruitment • External Sources – Placement Agencies and Consultants – Campus Recruitments – Off-campus Recruitments – Employees working in other organizations – Employment Agencies – Referrals – Walk-Ins 25
TRAINING & DEVELOPMENT 26
Training and Development • The field concerned with organizational activity aimed at bettering the performance of individuals and groups in organizational settings. • The objective is to make sure the availability of a skilled and willing workforce to an organization 27
Training and Development policy structure • introduction/definitions/scope (purpose and reach of policy) • cultural/philosophical (values, vision, ethos, guiding principles, etc) • legal (health and safety, discrimination, etc) • people (where people stand in organizational priorities, input, care, etc) • methods (career development, succession) • systems/tools (training manuals, knowledge and information management • process/operations (how T&D relates to operations) • financial (planning, budgets, prioritization, etc) • responsibility/authority (how T&D is managed, enabling voluntary and extra T&D) • social responsibility (CSR, ethics, environment, sustainability, diversity) • review and measurement (accreditation, qualifications, independent audit, etc) 28
COMPENSATION & BENEFITS 29
Compensation and Benefits • Employee benefits in kind are various non-wage compensations provided to employees in addition to their normal wages or salaries. • Some of these benefits are: – HRA – LTA – Medical Reimbursement – Insurance (health, dental, life etc.) – Conveyance – Retirement Benefits – Profit sharing etc. • The Compensation policy should state the proportion of fixed and variable components. • The policy should be formulated considering the tax implications. 30
PERFORMANCE MANAGEMENT 31
Performance Management • A formal system for evaluating employee performance can help the employer identify and correct performance problems, plan employee career development, assess readiness for transfer or promotion, determine compensation, and improve productivity by communicating goals and expectations to employees. 32
Policy Structure · Performance Appraisal · Frequency of Appraisals · Informal Discussion · Significant Events · Supervisor Training · Factors to be Appraised · Supervisors’ Recommendation and Documentation · Action Plan · Performance Goals · Employee’s Opportunity to Comment · Final Review · Timing of Evaluations · Accurate and Fair Evaluations · Negligent Evaluation and Performance Review Defamation 33
GRIEVANCE REDRESSAL 34
Grievance Redressal • Objective – To create a work environment, which would be free of hostility and try breed in a work culture which propagates a free and open thought process, encouraging growth and harmony free from encumbrance of force. 35
CODE OF CONDUCT 36
OBJECTIVE: • The objective of Code of Conduct is to create a safe equal and ambiguity less work environment. • It is just as essential that employees act in a professional manner and extend the highest courtesy to co – workers, visitors, customers, vendors and clients. 37
Advantages of Good HR Policies • Curbing litigation • Communication with employees • Communication with managers and supervisors • Time Savings 38
Job Analysis Job Description Job Specification Recruiting and Selection Policies Performance Appraisal Policies Compensation Policies Training and Development Policies 39
• Thank you ! 40
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