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During this step, the “To-Be” process models developed in the Renew phase are expanded into greater levels of operational detail to assist staff to perform new jobs. The organization writes policies required for new processes to be effective. It terminates old policies, procedures, and practices, and writes new business rules and procedures. TechniquesA high-level of communication with the other subproject teams is necessary when using the following techniques for this step:
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5 Steps to Developing Policies And Procedures are essential for the long-term prosperity of any business. Many businesses fail because they don’t have clearly defined policies and procedures. Clear policies and procedures can help enterprises set expectations, maintain accountability, comply with the law, and defend themselves against employee claims.
Policy and procedure development occurs in 5 main stages: Planning, development, review, implementation and final.
For example, when a business anticipates that a record number of people will buy their products online in the next year, the management will develop policies and procedures beforehand to take advantage of the opportunity and maximize profits. They’ll let employees know about policies and procedures to ensure smooth implementation. For example, when the government announces regulatory changes, businesses will develop policies and procedures to respond to the announcement so that they are not affected.
2. It starts with a plan
The policyholder, who is responsible for the content of the policies and procedures, as well as implementation, will draw up a plan that includes phases and timelines, such as;
The policyholder will then identify the main stakeholders for the consultation process. Most policy developers require that the policy development team comprise people who will be affected directly by the policies and procedures. Research
3. Development stageDocumentation of all policy and procedure statements regarding the research stage is done in this stage. The policy statements should meet the following criteria:
The language used in the policy statements should be simple for everyone to understand. The policy and procedure document should spell out the policies and procedures and the expectations of the people who will use them. It should also enhance readability. So, the policyholder must use headers and numbers in the document. The policyholder will present the draft policy and procedure document to the appropriate stakeholders, such as the government, human resources department, financial department, marketing department and other stakeholders affected by the policies and procedures for review and feedback. The policyholder will then organize a sit-down with the policy and procedure development team to review the feedback and make the necessary revisions. The document will then be sent to the legal department for review if required.
After the feedback review, the policyholder and the communication department will develop an ambitious plan to roll out the policies and procedures. 4. ReviewThis stage will include a review of the draft policies and procedure document, as well as recommendations and approval. The format of the draft document will be classified and numbered by the administrative services analyst. Once the administrative services analyst completes the classification and numbering, they will return it to the policyholder with the required revisions.
The policyholder may require the approval of the draft document from the board of governors, mainly if it contains policies and procedures touching on governance. 5. ImplementationOnce the board of governors approves the draft document, it is returned to the administration services analyst, who will generate a final copy of the policy and procedure document. The policyholder will then sign the document. The administration services analyst will retain final copies of the policies and procedures and note the dates approved by the executive team and board of governors. The administrator and the policyholder will communicate the policies and procedures and ensure that those impacted by them comprehend the content. This will require in-depth consultation with the communication department and employees. Once employees have understood the policies and procedures, all the approved policies and procedures will be posted on the business or company website (on the policy and procedure page). The document will also be available in PDF format. 5. Final reviewThe administrator will ensure compliance with the policies and procedures by monitoring their implementation. Further clarification, training, and communications may be initiated if issues arise when monitoring implementation. The policies and procedures will be reviewed time after time-based on the time frames established in the development stage. The appropriate number of times policies and procedures should be reviewed once every five years. Furthermore, review periods should be seen as an opportunity to update policy and procedures. Minor changes to the policies and procedures need not go through the review and approval process. The policyholder can make them. However, the executive team must send all the revised changes to determine the next steps. In ConclusionDeveloping policies and procedures is a complex and dynamic process. It requires cooperation and commitment of the executive, policyholder, stakeholders and employees. But when developed and implemented correctly, the business or company can run efficiently and achieve its goals quickly. It can also help the business or company comply with its legal and social environment and cultivate good relationships with its employees and customers. |