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Importance of Policies and Procedures in an Organization

Importance of Policies and Procedures in an Organization

How robust are your policies and procedures?

As innovations and contemporary ideals push companies to become even greater than they already are, the tools needed to complete these possibilities are already within reach. Proven policies and comprehensive procedures build the foundation of various industries, outlining the fabric of what is required to succeed. These methods handle everything from day-to-day operations to the treatment of irregularities, giving employees the essentials needed to fulfill their jobs and bolster the companies they work for.

On a simpler scale, policies and procedures are essential because they help get things done. They call for structure and direction, imploring processes to move smoothly and highlighting areas for improvement. Perhaps you have evaluated a need for change in these methods within your business or are constantly in search of how you can streamline efficiencies before they need to be addressed. Whatever your reasoning, let’s examine why it is important to have policies and procedures a little further.

Table of Contents

What is the Purpose of Policies and Procedures?

Although policies and procedures may differ across various organizations, their core purpose remains the same. They encourage consistency and foster a cohesive environment whereby accomplishing multiple tasks is straightforward. Therefore, they help employees stay on track and companies reach their goals while avoiding unwanted occurrences.

Furthermore, these strategies provide instruction on how staff are expected to operate. For example, a policy might outline the discussion topics of a bi-annual performance review, and the procedure to follow is a scheduled meeting. Policies and procedures extend throughout all roles within a business, instructing based on methods that each business finds suitable for them. They may focus on various benchmarks a company must meet for their industry or be the result of an amalgamation of experiences and ideas that streamline a new process.

Policies and procedures also calculate the potential risk associated with certain tasks. They are a manageable, measurable way of determining factors that a business might find undesirable or unacceptable.

The Importance of Following Policies and Procedures.

While it may seem obvious, highlighting the importance of organizational policies and procedures can help employees observe these strategies in an improved light. Some may be required by law, while others aim to reduce confusion or increase accessibility.

Regulatory Requirements:

Certain sectors are required to meet legal conditions in order to remain operable and in good standing. If your company functions globally, there may be unique regulations associated with your business that are specific to some continents and countries. At WhistleBlower Security, we aim to provide solutions regarding keeping up with ethics management so nothing slips through the cracks.

Consistency:

Turnover and structural shifts can lead to intense feelings of uncertainty surrounding a change in any workplace. What shouldn’t change is your company’s commitment to proper and cemented policies and procedures to ensure processes remain the same. Clear expectations allow for consistency. Not only will this help with current employees, but it also creates a supportive environment for new hires.

Workplace Safety:

Ensuring safety in the workplace falls in line with any and every business. Creating a healthy environment where employees feel that their health and security are valued allows them to perform at their best. The extent of your safety policies and procedures will be unique to your industry, but their main goals are to reduce the potential for accidents, liability risks, and interruptions.

Better Quality Service:

Service standards are often set to deliver quality customer interactions and meet their expectations. Following proper policies and procedures in this area means that employees can provide regular support to clients, enhance the quality of products and services, and thus improve a brand’s reputation.

Accountability:

Understanding a company’s mission and vision as an employee means aligning with the policies and procedures that help to achieve it. However, it is possible for a staff member to feel under or overwhelmed by measures that they cannot meet. Accountability means meeting these employees where they are and looking at their role as it relates to the business. These methods can help to identify issues before they become more significant problems.

How to Implement Policies and Procedures?

Now that we have established the importance of organizational policies and procedures, implementing them is the next step. Even with well-established methods, there is always room to improve. These processes should be presented so that all employees can access, understand, and, most importantly, retain the information.

Accessible Policy Manuals:

Accessibility will vary from industry to industry. Perhaps computers are not a vital component of day-to-day work, so a printed copy of necessary strategies and an in-person review will be required. Additionally, you may want to consider the design and flow of how this information is presented. Blocks of text without visual aids or hands-on experience are less engaging, leading to reduced retention. Depending on how you implement your policy manual, ensure that it can be easily updated and well-indexed should employees need to reference it in the future.

Regular Review of Policies and Procedures:

The adage, “if it ain’t broke, don’t fix it,” need not apply to policies and procedures. Updates are necessary for growth and employee engagement, and the failure to recognize that something could be done more efficiently can raise concerns.

Take a look at what is working and what needs improvement. For example, if you are struggling with finding the right tools to use, Whistleblower Security’s case management is a way to ensure compliance with policies and procedures and eliminate guesswork. New and innovative software can make implementing improvements to existing methods straightforward and adaptable.

Training Courses:

A digital PDF and email reminder to review might be where your concern for training starts and stops. But measuring completion is vital to ensuring employees actually gain knowledge from the material available to them. Training takes place to absolve confusion and align teachings with what is expected in that role.

Test your employee’s comprehension through various methods, such as in-person demonstrations or online modules. Set up tasks where they can continue with independent or group training to improve their performance and feel confident in their abilities.

When you dare to ask why policies are important in the workplace, there are many answers to discover. Whether you are looking to start measuring compliance or need help assessing regulations in a new international market, WhistleBlower Security can help. Ready to get started enhancing your policies and procedures? Contact us to learn more.

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photo Amanda Nieweler
About the Author
Amanda writes for WhistleBlower Security about ethics, compliance, workplace culture, and whistleblower hotlines. Amanda brings her nearly two decades of risk and compliance experience to the WBS blog where she is dedicated to helping people and companies promote speak-up cultures.