Human resource managers have to handle the necessity of determining the best approach to manage employee relation issues with the organization and amongst themselves. Guidance on the expectation of each necessitates development a policy manual. The policy and procedure manual give the direction on handling situations that arise in a workplace. A Company policy manual is an outline of acceptable and unacceptable conduct in the workplace. The policies and procedures facilitate maintenance of order within an organization and ensuring fairness and equality. Employees are also made to understand their responsibilities at all times and the way to respond to arising issues. Company policy is an addition mainly whenever a diversity of interest exists, and such could result in objectives conflicting amongst individuals who are directly involved.
Introduction and Development of a Firm’s Policies
Developing a company policy involves more than a single individual (Page, 2009). The plan should include stakeholders being affected by the formulation of the business policy (Lawrence & Weber, 2014). Including the entire staff members when formulating the plans, will provide a pool of ideas on the way to develop appropriate guidelines. The first category of individual to involve will be the management who will offer support to the implementation of the policies especially if rules relate to the employees (McConnell, 2005). The fact that the senior management endorses the policies ensures that the staff also takes the rules with deserving seriousness. The terms of the rules ought to be defined so that employees the meaning and relevance of the guidelines to them and the organization (McConnell, 2005). Regular training and referrals should be conducted to explain and elaborate the systems to the employees (McConnell, 2005). Copies of the plans should be easily accessible such as in central areas where staff meet or in the organization’s intranet platform (Page, 2009). The rules should apply evenly throughout the organization and any breach dealt with appropriately. The guiding principles ought to be reviewed to ensure they are relevant and in line with any current organizations changes (“Lupin Ltd,” 2018).
Delegate your assignment to our experts and they will do the rest.
Code of Conduct and Minimum Acceptable Ethics
Introduction
The Company is committed to ensuring that business affairs are conducted by ethically, professionally and in line with relevant legal standards (“Lupin Ltd,” 2018). The Company is also committed to providing a comfortable working space at all time and everywhere. Specific efforts instituted to ensuring free discrimination and harassment and personal respect boost the general performance (“Lupin Ltd,” 2018). All employees should ensure that they:
comply with the policy in their professional capacity and personal conduct
handle each other respectfully, courteously, with honesty and with fairness
uphold and respect the religious, beliefs and cultures diversity in the organization
value the efforts contributed by co-workers and co-operate to achieve targets
do not discriminate anyone under any basis, harass or intimidate the fellow worker
Intended Purpose of the Policies
The policy manual is formulated to facilitate and instill professional confidence and protecting the integrity of all personnel’s (“Lupin Ltd,” 2018). A good policy framework will also project a positive corporate image which is maintained through adherence to the policies by all the employees (Fracassi, 2016). Procedures outlined below guide all employees on ways of conducting themselves when acting on behalf of the Company (“Lupin Ltd,” 2018). The conditions of conduct are described below although not exhaustively but aimed at covering the situations mostly encountered or perceived by the employees (“Lupin Ltd,” 2018).
In case a scenario beyond the policies prescribed occurs, the affected employee should report to the Review Manager or HRM department and respond accordingly. Breach of the procedures may attract disciplinary actions against the offenders. A violation may attract loss of employment Contract benefits, termination of employment, direct legal actions and other disciplinary measures as may be determined by the disciplinary committee (“Lupin Ltd,” 2018).
The extent of the Policies
The policy manual applies to all employees (Mowday, Porter & Steers, 2013). Employees of the Company are all individuals under full-time employment terms, permanent terms, attaché, contractual terms, and temporal terms (“Lupin Ltd,” 2018). Managers are expected to spearhead the efforts instituted by the policies and conducting themselves and duties entrusted to them accordingly ( Fracassi, 2016) . The management should also ensure that the contents of the policy manual are adequately communicated in the entire organization’s structures (“Lupin Ltd,” 2018). The policies are not a hindrance to following other regulations, in the case of other laws; the plans should be developed in conjunction with the existing legal framework. Units in the organization should ensure consistency between the plans and any other similar provisions that exist or may arise. Employees should conduct themselves with the highest level of the Company’s ethical standards at all times (Mowday, Porter & Steers, 2013).
Clauses Under the Policy
Professionalism
Personal conduct in the workplace should be professional to the equivalence of the expectation set by the code of conduct of their professional bodies or it otherwise, to meet the expectations of an officer holding such a position (“Lupin Ltd,” 2018). The expectations include:
Commitment to act by professional standards to ensure healthy relations and quality output.
Ensuring highest levels of integrity and honesty in the performance of assigned duties.
Adhering to the legal framework and ethical standards expected in the business.
Supporting the Company’s efforts in creating a conducive environment.
Sharing information responsibly, avoiding misrepresentation of facts and offering non-conditional assistance to further the Company’s goals
Conflict of Interest with the Organization and Third Parties
Any individual acting as an employee of the Company is expected to avoid all situations that might lead to his or her financial interest corroding with that of the Company (“Lupin Ltd,” 2018). The policy of Conflict of Interest demands that any person acting as an employee of the Company should always do so for the best interest of the organization. Employees are advised not to conduct any business activity that might lead to the impairment of their ability to serve (Lawrence & Weber, 2014). They must not pursue any cultural, commercial or investment undertaking that might reasonably conflict with the organization interests or compromise ability to execute their duties diligently (“Lupin Ltd,” 2018).
Employees are prompted not to use information, opportunities or position held in the course of their term for any personal gain, competing with the organization or tarnishing the name of the organization. No employee is allowed to neither conduct nor invest in any form of venture that is competing with the organization. In instances that seem to conflict with the organization’s interest, the employee should seek prior advice from the review manager or senior manager. The policy protects the interest of the organization and ensures that employees do not take advantage of their positions to compromise the business activities of the organization (“Lupin Ltd,” 2018).
Utilization of the Company Property
The policy demands that all employees are responsible for safeguarding the Company property from being destroyed, misused and damaged. Company’s properties include all classes of assets, information and intellectual property such as technology (“Lupin Ltd,” 2018). All employees must utilize the Company assets only for the intended purpose at the appropriate time. No Company policies should be disposed of, loaned or borrowed not unless it is consistent with the laid down protocols. Due diligence and efficiency are to be exercised by all employees whenever dealing with assets belonging to the organization. The policy aims at minimizing wastage, avoiding unnecessary costs and ensuring effective and efficient utilization of resources to realize corporation goals (“Lupin Ltd,” 2018).
Responsibility
The Company employees are to present the best efforts in the scheduled time to advance the business operations of the organization (“Lupin Ltd,” 2018). No one is allowed to undertake in other business during working hours for additional gains without prior consent in a written form (Lawrence & Weber, 2014). All employees should conduct themselves and duties entrusted on them with due diligence and a high level of maturity. Responsibility demands that an employee perform his or her task with absolute levels of care. Assignments should be undertaken in a matter that can be described as responsible and mature and according to the standards prescribing the procedure of performing such tasks (“Lupin Ltd,” 2018).
The managers are responsible for informing the employees concerning the Company policies, interpreting and solving any conflict in guidelines that might arise (“Lupin Ltd,” 2018). This policy ensures that all efforts are conducted accordingly towards realizing the main objectives. Since an organization cannot operate on its own, the responsibility of each is the driving force that keeps the organization arrives. A responsible employee can perform and report transparently. Employees should avoid all other personal activities while at the workplace other than the events that are of value to the operation of the business activities (“Lupin Ltd,” 2018).
Fraud
The actions of intentions to deceive are considered dishonest and at the time a criminal offense punishable by the state (“Lupin Ltd,” 2018). Intentional efforts to defraud are subject to high and strict punishment actions including dismissal and or possible criminal and civil charges against the offender. Acts that might constitute to fraud include:
Intentionally presenting false reports
Misappropriation of assets and misusing the firm's property
Unauthorized access or handling of information concerning transactions
Making incorrect entries in the financial statements inconsistently to the accepted accounting standards.
Health and Safety Policies
Employees should maintain a healthy and safe work environment and not involve themselves in any undertaking that may compromise the safety of co-workers or their health (“Lupin Ltd,” 2018). They should inform the management concerning any breach or natural instances that might place the safety and health of the organization at risk. All the employees are subject to adhere to the routine security checks and are all invited to raise a security alert whenever they detect any health or security threat. Employees are also requested to be vigilant at all times to aid the security efforts (“Lupin Ltd,” 2018).
Alcohol and Drugs Policy
Concerning health, the organization prohibits the use of non-prescribed drug, alcohol and any activity amounting to smoking while and during the working premises and time (“Lupin Ltd,” 2018). The policy demands the implementation of proper security measures for the health of all employees (Cottini & Lucifora, 2013). Use of alcohol or working under the influence of alcohol in the workplace is prohibited. Smokers are not allowed to take breaks in between work time so as not to disrupt the workflow or overburden co-workers (Cottini & Lucifora, 2013). The organization premises are alcohol, drugs and smoking free zone (“Lupin Ltd,” 2018).
No one is allowed to smoke in and around the workplace
An employee is not entitled to be in the workplace if the alcohol level in the body system exceeds 0.05%
Taking all sorts of drugs unless under the prescription of a qualified and licensed medical practitioner are prohibited
The organization will cater for half of the cost to be incurred by individuals who are struggling with an addiction problem. Forums will be organized on a regular basis to help those facing addiction problems share out their experiences and seek medical help (“Lupin Ltd,” 2018).
Policies and the Company’s Performance
Appropriately written policies are beneficial to the organization in different aspects since they ease and smoothens operations (Bennett, 2017). Majority of the routine issues do not require a plan to guide them since all they need is a simple workplace procedure in place. Formulation of organization’s guidelines must be in line with the firm’s core values making them an informatics tool concerning the course an organization has taken. Policies facilitate compliance with the legislation concerning employment and labor laws (Bennett, 2017). The presence of guidelines is an indication that an organization is being run accordingly to improve efficiency and help in avoiding the indirect cost. With the help of the policies, the firm can be able to avoid litigation cost relating to non-compliance. Conformity and uniformity of decisions are guaranteed in the decision-making process and also in the operations of the firm (Bennett, 2017).
In case of any legal actions arising against either the organization or the employees, such is strengthened by the policies since they pre-spell out solutions (Bennett, 2017). The problem-solving mechanism provided by the systems facilitate time-saving since solving problems is at easy. As a result, maintenance of stability and continuity is made possible since things in the organization run undisrupted (Bennett, 2017). An organization that has a policy in force can support a clear and sustainable holistic view of its direction even in time of instabilities. Plans provide a business planning framework and ease of allocating resources since it places an organization’s structure in order (Bennett, 2017). Systems facilitate clarification of individual responsibilities and functions by letting everyone know their duties. Finally, a well-developed system can enable a firm to assess performance and also establish accountability (Bennett, 2017).
The connection between Safeguarding and Innovative Policies
The policies are sprinted into two categories starting with those aimed at safeguarding the welfare of the employees while they perform their duties (Bennett & Raab, 2017). Such procedures include health and safety, alcohol and drugs policy and conflict of interest. Safeguarding policies help to keep all the occupiers of an organization safe from accidents, deceases and injury. The second category deals with encouraging innovation in the workplaces. Such policies include professionalism and responsibility which enable an employee to become more innovative in the way to perform assignments. The two categories of plans are all aimed at securing the best interest of an organization (Fracassi, 2016). They all facilitate the realization of the primary objective of an organization (Fracassi, 2016).
References
Bennett, C. J., & Raab, C. D. (2017). The governance of privacy: Policy instruments in global perspective. Routledge.
Cottini, E., & Lucifora, C. (2013). Mental health and working conditions in Europe. ILR Review, 66(4), 958-988.
Fracassi, C. (2016). Corporate finance policies and social networks. Management Science, 63(8), 2420-2438.
Lawrence, A. T., & Weber, J. (2014). Business and Society: Stakeholders, ethics, public policy. Tata McGraw-Hill Education.
Lupin Ltd. (2018). Code of Conduct & Workplace Ethics. 1-5 Retrieved from:
http://www.lupin.com/pdf/COC.pdf
McConnell, J. H. (2005). How to develop essential hr policies and procedures. [Books24x7 version]. Retrieved from: http://common.books24x7.com.lib.kaplan.edu/toc.aspx?bookid=8852
Mowday, R. T., Porter, L. W., & Steers, R. M. (2013). Employee—organization linkages: The psychology of commitment, absenteeism, and turnover. Academic press.
Page, S. B. (2009). Writing exceptional policies and procedures. [Books24x7 version] Retrieved from: http://common.books24x7.com.lib.kaplan.edu/toc.aspx?bookid=30886
