1%

Revising and Updating Your Policy and Procedure Manual




Do you know what is worse than not having a policy and procedure manual? It is having an out-of-date policy and procedure manual.

Yes, all the work you have out into this project could be jeopardized if you do not maintain the manual by making timely revisions.

Changes in employment laws and regulations, and in the size and scope of your company and staff, may make your current policies obsolete. As a rule of thumb, plan on reviewing your manual every year or two for any necessary changes. Important changes can be made sooner to your online document. You can let employees know about the change via email and/or company newsletter.

If you keep each policy section on a separate page, and organize your manual in a three-ring binder, these changes and updates do not have to be stressful, expensive, or time consuming.

After you have revised the online document, notify employees that they can read the updated policy online by providing them with a link to the updated section. Employees then can print out the revised page, or pages, and place them in their binder, if they have a print manual.

Be sure to note the date of the change and the reason for the change on your revised policy page.

Technical Updates

Technical updates are updates that occur between your scheduled review cycles for your manual. These updates provide clarification or communicate minor procedural changes (such as the changing of a department name).

Depending on how your organization is structured, you can usually make these technical changes without going through the formal review process.

However, when a manual requires multiple technical updates, a thorough formal review may be needed. Either way, be sure to flag these technical changes when it comes time for your formal manual review.

Do not waste time in making legal policy changes. Policies that are affected by changes to the law should be reviewed and made as soon as possible.

While some revisions come in the form of legal requirements, such new state or federal employee legislation, others may be spurred by problems that arise in your place of business. For example, you may not have seen the need for a no-alcohol policy until a drinking incident occurred.

Here are some steps to help you make sure your policy and procedure manual is up to date.

  1. Perform an annual review of the entire manual, noting any areas of concern.

  2. Look for policies that may not apply to your organization any longer. Has your company grown to the point that certain rules can no longer be effectively managed?

  3. Have your by-laws changed? If so, your policies and procedures may need to change, as well, so that the important documents are in alignment with each other.

  4. Has the legal environment changed in a way that impacts your policies? For example, have you moved to a different community? Are you conducting international business now? Have your hired independent contractors? Take the time to review current and pending employment legislation.

  5. Are your policies being effectively implemented and enforced?

  6. Are they accomplishing their objectives?

  7. Have you received any feedback from managers or employees on your policies? Are they requesting any changes?

Your answers to these questions and to others that are pertinent to your industry will help you make needed revisions. Keep a list of any issues that come up during the year, so that you can make a recommendation to your supervisory board about any needed changes.



]]>