As we close out the year celebrating with our teams, it is a perfect time to remember that one of the greatest gifts we can give each other is clarity. An effective way to deliver this is through a well-structured policy and procedure manual.

I know what you're thinking, not one employee has ever come to you and asked to forgo their year-end bonus to receive the gift of a policy and procedure manual. Moreover, I am sure that very few of you started your business saying, “I can’t wait to create a 30-page document outlining all the policies and procedures that tell the people working for me what is expected of them.” It’s more likely you thought, “I am going to hire the right people who do the right things. People who share my values. People that I can train the way I want and the rest will work itself out.”

However, as your team starts to grow you realize that is not reality. 

Somewhere along the way, you notice you are not able to infuse each employee with the core values and work ethic that are foundational to your organization. As you grow, you count on others to make sure new hires have this key information. You might start to notice everyone has created their own way of doing things and are playing by their rules. As a result, the culture you envisioned subtly begins to shift. 

It becomes essential to establish clear policies and procedures for your organization to foster a healthy and productive workplace culture. Policy and procedure manuals help everyone play by the same set of rules and standards. They outline expectations and guidelines for employees in various areas, such as mission, vision and values, health and safety procedures, harassment prevention, and employee benefits and leave policy. By providing employees with clear guidelines, your organization can minimize misunderstandings and conflicts that often lead to lost productivity, costly litigation, and unhealthy cultures. 

Having a policy and procedure manual in place also promotes consistency and fairness in decision-making. Employees can refer to these manuals to understand organizational expectations and use the information to make informed decisions that align with your company's values and goals. This consistency helps create a sense of trust and respect among employees, which can ultimately lead to higher levels of job satisfaction and retention.

Year-end is a great time to review your existing manual and establish a routine review process as a regular part of your operations. Doing this allows you to stay informed on the latest laws and regulations, ensure your benefits and leave policies are competitive and up-to-date, adjust your operations to be more efficient, and implement best practices that improve overall employee satisfaction. 

As with any gift, how it is delivered is the most important part of how it is received. Therefore, it is critical that once you have established a policy and procedure manual, or made any revisions to an existing one, that you properly implement it. This requires communicating and distributing the manual to reach every employee, making it easily accessible in all workspaces, notifying your teams of any changes, and providing the necessary training to properly educate your employees and check for understanding.

Remember, well-informed employees create a culture of clarity that impacts all aspects of your people operations. So, if a policy and procedure manual is not on your Christmas list this year I would strongly encourage you to ask Santa for it or speak to one of his expert helpers at ProLogic HR. When done right, with your people in mind, it is sure to put you on the nice list in the year to come.