About Policies & Procedures Manuals

A policies and procedures manual is a book that describes in detail policies, or rules, and procedures that identify the course of action to be taken to address a policy issue.

An example of a policy would be company rules that address smoking tobacco products in the workplace. Specifically the policy could state that smoking is not allowed within 25 feet of the building. There must also be a procedure to follow in case the policy is violated.

Job Descriptions

Job descriptions are a very important part of any policies and procedures manual. Each employee should have a job description contained within the policies and procedures manual that outlines exactly what is expected on a daily basis. A job description for a receptionist may state that the receptionist must be seated at his desk to greet clients and answer the phone except while on authorized breaks.

The procedure involving the job description may require the receptionist to contact his immediate supervisor if it becomes necessary for him to leave his desk for any reason other than an authorized break.

Job Performance

An employee who is not performing according to the specifications identified in her job description is a liability. The policy toward such an employee could be that any employee that fails to perform her duties as outlined in her job description will be issued three warnings.

The procedure to be followed in this instance could be that any supervisor who identifies that said employee is not performing the job as identified in her job description must be given a verbal warning first. If the problems persist, a written warning would be issued. Finally, if the nonperformance were to continue the policy could call for a termination notice.

Tardiness

Business ventures face tremendous challenges. Making sure employees arrive to work on time promotes continuity.

An example of a policy that addresses employee attendance would be issuing a written warning to any employee that is more than five minutes late three times in a 30-day period. The procedure to address continued tardiness would be to provide counseling to any employee who is more than five minutes late three times in a 30-day period. It could also call for penalties that might accelerate on a case-by-case basis.

Job Abandonment

Policies and procedures manuals must provide for every contingency. An employee that abandons his job has a direct effect on his employer's profitability and productivity. A policy that provides a method to address job abandonment may state that any employee that does not report to work for three consecutive days, and does not call his immediate supervisor, will be terminated.

The procedure identified in the policies and procedures manual might state that if an employee does not call in advance to report her absence, thereby having the absence reclassified as excused, for three consecutive days will be terminated due to job abandonment.

Customers

Customers are the lifeblood of any business. There must be policies and procedures documented in detail that deal with issues like refunds and exchanges. A return policy for a retail store could state that any customer returning an item must have a receipt. The procedure concerning returns may state that a supervisor must be notified if a customer comes to return an item without a receipt.

References

• Developing Policy Procedure Manuals
• Employee Policy Manual
• Policy & Procedures Manual

Resources

• Employee Handbook