How the links work between HR policies, procedures and strategy
A human resource framework refers to the policies that an organization establishes to guide the management during the hiring stage and other employee management aspects until they retire. The framework deals with how the hiring process is carried out, how remuneration is fixed, the benefits that the workforce should get, legal compliance, and how to deal with conflicts. It also focuses on situations that call for firing, contents of employment contracts at different levels of employment and training among other issues (Armstrong, 2010). Therefore, human resource policies are guidelines which provide a general scope of advice to management on issues of employee human resource procedures.
On the other hand, a human resource strategy is a general statement on how the management of human resource intends to meet the organizations’ goals and objectives (Kleynhans, 2006). Policies are courses of action, which are set as links between the organization’s strategy and realization of its objectives. Policies deal with the key aspects and provides on how to deal with the issues. They include alternative ways or strategies of handling employment issues as they arise (Armstrong, 2010).
A human resource procedure is a detailed plan of action, which can be understood. It outlines the actions needed to implement a certain policy. It also outlines the responsibility of each person involved so that there is no misunderstanding. Efficient procedures enable managers to handle issues in advance and act as preventive measures (Skelton & Anderson, 2008).
Therefore, the link between human resource policy, procedure and strategy can be explained as a cycle. The organization develops goals and objectives for the workforce and the organization at large. It sets up policies which enable the organization to meet the objectives. These policies are used to form a strategy that the organization use to accomplish the objectives. Different procedures are provided on how to implement the policies. The procedures are the link between the organization’s daily activities and long term objectives (Swanepoel et al, 2008). In addition, strategies create the framework to be used in implementing the HR policies. The strategies are aimed at ensuring that the organization benefits from the work done by employees. The strategies also aim roving benefits accrued the employees at the workplace. The procedures provide a structure implementing the policies and strategies.
Benefits and considerations of introducing HR policies
A human resource policy framework ensures consistency, uniformity and predictability in the decisions and actions of management. It also promotes the values and beliefs of the firm. It is for this reason that organizations adopt different policies unique to their practice and firm to guide them. Policies create a clear outline of an employee’s terms and conditions in the organization. This helps to eliminate any ambiguity that may arise. Another consideration is legal requirements. Some human resource policies are beneficial because they ensure the compliance with legal requirements regarding labor; for example, a health and safety policy, child labor policies, discrimination at the workplace and other policies. Human resource policies also outline rules related to the workplace; for example, the dress code. They induce fairness as management has a procedure on how to handle related issues, improve the chain of command and induce a sense of direction. They are essential for any organization that has a large work force (CIPD, n.d.).
Who will be involved and in what capacity to develop HR policies
Different organizations have different people in different capacities to develop the human resource policies. This depends on their size and scope of operations. For smaller organizations, the development of human resource policies is the mandate of an employee(s) who are deemed to have management skills. A consultant may also be hired to develop and occasionally review the existing policies. For a media organization, the human resource manager may be mandated to develop and review the policies together with the staff in the human resource department. Medium-sized organizations may also hire a consultant. Larger organizations often employ human resource specialists to develop policies and handle employment issues. They work hand-in-hand with the human resource manager and staff. (CIPD, n.d.). An organization should ensure that all the parties affected by the HR policies provide their opinions when developing the policies. This strategy helps the people to accept the policies, and to ensure that the implementation is achieved.
Frameworks for HR policies to be introduced consider control, power, delegation and empowerment. –
The disciplinary framework of an organization should be clear and transparent. The procedures to follow when dealing with disciplinary issues should be well outlined. It is necessary to have this framework to ensure there is fairness in the workplace. Disciplinary policies and procedures are necessary because they settle disputes without involving any employment tribunal. They act as guidelines in case someone sues the organization regarding the manner of dismissal, and informs the work force about the rules and the consequences of failure to meet requirements (Barbeito, 2004). In the case where disciplinary interviews need to be convened, thorough investigation concerning the matter at hand, needs to be done. The employee should be given adequate notice of the summons and allowed to make a presentation. The deliberation from the interview should be put in writing, and proper channels of appeal should be indicated. Most importantly, the correct procedures should be implemented (McConnell, 2005).
A framework related to employee grievances is crucial because it provides a strategy of expressing dissatisfaction concerning employment issues. There should be a proper and a known channel of presenting grievances and a reasonable timeline to respond to the grievance. Handling grievances properly is critical because the unaddressed grievances can interfere with employee morale. It is necessary to handle any grievance as it arises and deal with it satisfactorily. They can be handled formally or informally (Amos, 2008). A dispute resolution mechanism should be provided in the framework to ensure that all the aggrieved parties seek justice. The management should have a mechanism of solving disputes which affect the employees as well as the top management.
The capability of an employee refers to the ability to perform assigned duties and responsibilities satisfactorily. A framework policy for capability should be established to ensure that employees are allocated the tasks which related to their skills and professional background. In addition, procedures and policies for ensuring people have the proper capabilities during the hiring process and the course of employment should be created (Dessler, 2008). For instance, setting minimum requirements for different capacities. In the course of employment, training of the employees may boost capability. Some employees may develop ill-health, and may not deliver as expected while others may not deliver due to absenteeism, and laziness (Barbeito, 2004). Continuous raining programs should be considered in the HR framework to ensure that employees know the changes in technology. this strategy also improves the skills of employees and provides em wth the necessary skills depending on the dynamics the work. New employees should be trained to ensure that they are acquainted with the organization.
Redundancy refers to the state when an organization has excess employees. This means that a reduction in the number of employees can work on the same job ad deliver the same quantity of work. Redundancy creates extra expenses to an organization because a small piece of work is done by many employees. An organization should reduce the extra workforce to ensure that profits are improved. The HR frameworks should consider that there are no redundant employees in an organization. The framework should explain the number of employees to be working on a certain department. The limit of the number of employees to be recruited should provided in the framework. The framework should also explain the procedure of firing employees in case there is redundancy. Proper procedure needs to be followed when implementing this strategy. Dismissal should be applied when all other options have been exhausted. This includes seeking alternative employment for employees, stopping recruitment and offering early retirement packages (Flynn, 2010). Redundancy can be experienced when the business is performing poorly in the market. Such a scenario causes huge costs to an organization to maintain employees. The human resources manager should handle the retrenchment process in a humane manner.
Suggested guidance when introducing and reviewing HR policies
The introduction of HR policies should be done appropriately to avoid rejection by the employees. The employees should be aware of the introduction of the policies, and this helps prepare them to receive the policies. Enough structures should be established to ensure that the implementation of the policies does not fail. Policies should be reasonable and practical in the sense that the employees should not feel exploited or oppressed. The policies should follow the legal provisions of a country. The laws of a country guide on how human resources should be managed. Therefore, the managers should consult the relevant legal experts before introducing the HR policies to ensure compliance with the legal provisions of a country. The policies should adhere to the goals and objectives of an organization. Any HR policy that does not comply with the goals of an organization is not good, and can create chaos in an organization (CIPD, n.d.).
The policies should be reviewed regularly to ensure that the matters affecting employees are solved. The process of reviewing the policies should ensure that the employees are consulted. This helps the employees to provide ideas which can help improve the policies. The process of reviewing he policies should be open and transparent. All stakeholders should be aware of the policies and the changes made after the review. Transparency creates trust among the employees. A team of experts should be involved in the process of reviewing the policies. This indicates that the policies should comply with all the professional ethics and the legal provisions. When carrying out the review, the existing policies should first be reviewed followed by research and comparison to other organizations that are related (CIPD, n.d.).
Consideration given when writing and formatting HR policies
The process of writing HR policies should be done by professionals to ensure that there are no glitches and complications in the policies. Some companies ire professionals to write thpolicies to ensure that proper formatting is followed. Policies should be written in a language that can be understood by all the recipients. The policies should be clear and easy to understand by all employees. Where jargon is unavoidable, a glossary should be included. The glossary should explain the meaning of all jargons used in the context of the policies. The person to approach in case of questions and reviews should also be included. Date of publication should be indicated. The formatting of the policies should be formal. This means that informal formatting styles should be avoided (Amos, 2008). The people involved in the process of writing and formatting the HR policies should not be affected by the policies because they compromise the policies. If possible, third involved t are not compromised.
Consideration and approaches to communicating HR policies
Communication important in an organization because all information is conveyed through this process. The management should embrace proper communication strategies to ensure that all matters affecting the employees are addressed. Proper and timely communication of human resource policies is valuable and critical. This means that the managers should communicate every information that facts the employees in a timely manner. Delays in communication may cause conflicts, poor performance or errors at the place of work among other challenges. Urgent matters should be communicated as soon as the information is received. On the other hand, information that does not require immediate response should be communicated before the deadline elapses (CIPD, n.d.).
Appropriate methods of communication should be applied when communicating to different stakeholders. Different organizations employ different methods of communicating depending on the practice of the firm and intricate nature of the policies. For example, written communication should be used when communicating things which are not urgent, and which require certain formalities to be followed. On the other hand, phone calls or the use of word of mouth should be applied when a matter is urgent. The use of emails should be applied when communicating with people from far (CIPD, n.d.).
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