Working on the manual as a team will help both you and your employees consider what is really important to the successful operation of your business. Is text messaging while on the job a problem among your staff? If your team operates machinery, texting could be a safety issue. If your employees serve the public, frequent texting could be a customer service issue.
Do you care if your team members blog about the company, or post photos from work on their social media sites? If this issue is important to you, and you would like to set certain standards and expectations for employee behavior, then these team meetings are a good time to bring up your concerns.
After you have an open discussion about these, and other issues pertinent to your company, you can brainstorm ideas for policies that offer possible solutions.
One of the best benefits of this team process is the enhanced communication that results. The process provides top management with the opportunity to find out where their staff stands on certain issues, and how they feel about those issues.
In return, when the team members bring their ideas for policies and procedures to top management, they get to see where owners and officers stand on important issues. Ideally, there is all-around better communication and a renewed interest in how the company runs.
You'll find that working on the manual can be an excellent training resource. You can use these meetings to train newly promoted supervisors, and to identify new talent in your company.
As you discuss the issues, encourage the use of realistic, but hypothetical, examples to illustrate any problems. When real names and real events are not used, employees will feel free to discuss their feelings openly.
Brainstorm ways existing policies are working, and ways they are failing. Instead of just re-wording existing policies, play devil's advocate by suggesting that an existing policy be eliminated. Taking an unexpected stand often has a way of deepening conversation and problem solving.
In developing a new policy, it also is good practice to consult with stakeholders and board members to ensure you get a broad perspective.
Are you the member of any professional organizations with members who have gone through this manual-writing process? Perhaps they can share their experiences with you in drafting a similar policy.
What happens after a thorough examination of company Internet policy? Everyone involved can feel involved, and invested, in the decision-making process. An added bonus is that a better, more comprehensive, policy is developed.
Many organizations learn that employees and managers at all levels are more likely to support and to follow policies that have been adopted after this thoughtful team process.