Drafting HR Policies

No matter how big the business, Human Resource (HR) policies are a must!

Jodi Posavad, an expert in HR services and owner of Grassroots HR Consulting, has provided us with the following information on drafting HR policies. Below Jodi outlines 6 different areas in which HR policies can be developed.

Regardless of your head count, both small and medium sized businesses alike are required to have a number of policies in the eye of the law. When drafting your HR policies, it is important to ensure the following areas are covered;

Health and Safety: Each province defines obligations to ensure workplace safety. The Ontario Health and Safety Act, for example, establishes processes and obligations to ensure safe workplaces. Depending on the size of the business, the requirements could involve forming a Health and Safety Committee and/or electing a representative, scheduling regular workplace inspections and training staff on safe work practices.

Workplace violence and bullying: Provincial Health and Safety Acts, such as a 2010 amendment to the Ontario Health and Safety Act, Bill 168, imposes obligations on employers to establish policies and train employees concerning workplace violence and bullying.

Discrimination and harassment: Employment policies must comply with human rights laws, such as the Ontario Human Rights Code, to ensure businesses operate in an environment free of discrimination.

Accessibility: The Charter of Rights and Freedoms, as well as the provincial legislation, impose different obligations and requirements for businesses depending on the province and the number of employees.

In addition, comprehensive policy documents must be clearly communicated to all employees in order to produce significant productivity benefits. To achieve them, business owners need to make sure their employment terms address the following areas, among others:

• Hours of work, overtime entitlement and paid time off, including vacation.
• Performance management, promotions and compensation structure.
• Benefits and perks.
• Appropriate conduct and general employee expectations

Confidentiality & Non-disclosure agreements: Every organization should have a written confidentiality policy describing both the type of information considered confidential and the procedures employees must follow for protecting confidential information. Non-disclosure agreements, sometimes referred to as proprietary information agreements, are contracts designed to protect the confidential business information. These agreements are an essential component of businesses today, especially since the electronic transfer of information is just a click away. One slip of the finger and information could end up in the hands of a competitor.   

Technology: Telephones, computers and smartphones, as well as social media and Internet access that a company provides to their employees all present potential business risks. Therefore, the terms of their use should be clearly defined. All businesses should have a social media policy that draws the line between proper and improper use of social media channels. Such policies should also illustrate what is considered professionally appropriate, in the context of their business, and what’s not.

Often small and medium business owners are so busy managing their business that they don’t invest the time or resources required to ensure legislative compliance and operational efficiency.

Building HR practices into your business plan doesn’t need to be difficult. Neither should it negate all that makes small- or medium-sized businesses so attractive. Good HR practices make businesses stronger and workplaces better.