Policy & Procedure writing best practice

Hi all

I'm currently assisting my Business Partner in drafting new policies and procedures (two companies have recently merged and we need a new policy & procedure to fit the new, larger organisation).  We are particularly focussing on Employee Relations/Engagement areas such as disciplinary, grievance and capability to start with.

I'm just looking for some top tips or best practice of things to include in each document.  We are using the two existing documents as a basis to try to see what similarities there are and taking the best bits out of each to create the new one and have been looking on the internet too.  It has also been agreed that we will have separate policies and procedures for each areas, rather than a combined document.  The policy will be the overarching document explaining why it is needed and the key principles/legislation it adheres to and the procedure will be the step by step guide of the process.

So over to you!

What is crucial to include in a disciplinary/grievance policy or procedure? 

What can be confusing to employees if not explained properly?

Any suggestions of best practice would be gratefully received.

Thanks

Jill

You need to be a member of DPG Community to add comments!

Join DPG Community

Replies

  • Hi Jill,

    Firstly, I would be cautious of having different policies for different areas without considering if there will be any deemed discrimination? I don't know the specific areas of your business so it might be more than appropriate, but that was the initial thought I had in reading your post.

    It needs to be clear in the disciplinary policy what levels of sanctions are applicable for what type of offence has been committed. It also needs to be clear what levels of sanction i.e. Verbal on file for 3 months, first written on file 6 months etc.

    Employees can be confused about what conduct is acceptable, thus my comment above.

    ACAS do a really good guide available on their website, that might prove to be useful.

    Hope that's useful.

    Debbie Firth

  • Hi Jillian

    I have recently written my Company's Disciplinary and Grievance Policy. Things that are crucial to ensure are included I would say are;

    First page - version, date of approval and issued, who has approved and essentially signed the policy of (policy owner), when it will be reviewed, who does the policy apply to and what it replaces. Secondly - Define what the policy covers, what's included and how it affects your employees. 

    I would then say that obviously the Policy needs the Disciplinary Process both formal and informal (start to finish), including any warnings given and the length they remain on file, a non-exhaustive list of offences and how they will be construed i.e. time wasting could be deemed as general misconduct, whereas fraud would be viewed as gross misconduct, ensure there is the appeal process in place. 

    I would also add (like we did), process of suspension, right to companion and the process around arranging / informing / ensuring employees are aware that the decision to accompany a person is entirely their own decision, confidentiality, discretionary alternatives to dismissal as well and Equality and Diversity (i.e. reasonable adjustments throughout process). 

    To aid in reducing any confusion, I created a process flow (from where a Manager has concerns / report is made regarding conduct issue) and the stages the employee / Company will go through, that way it is really clear on a flow what the process is and your employees won't get lost in a document full of words / HR jargon!

    Let me know if you need any further advice 

    Mani 

    • That's great Mani, thanks for the tips. Really helpful :)

  • I have no idea about what might be 'best practice' as I've not started my course yet but in my organisation, when it comes to disciplinary, there is a system of warnings and additional performance reporting such that the employee knows without doubt what they need to do to improve or understand what line they have crossed. Action against the individual can't be taken unless they've had prior warning (be that through a standing document setting out standards of behaviour or through the system that highlights their under performance)

    Leigh

    • Thanks Leigh.  So your disciplinary procedure links to your performance management procedure?  That's really interesting.  thanks for sharing.  hope you enjoy your course!

This reply was deleted.

Members

Click here to see a full list of members including our Facilitators.

Did you know that if you go to the list of members, the Members Online button will show you who is online right now? Why not say hello?

What's Happening?

Melanie Guttridge and Maria Kenneth joined DPG Community
Monday
David Woodhouse and Jacqueline Ruth Dhanoya joined DPG Community
Mar 19
ZLYI posted a discussion
Mar 16
Ruth Miller and Simone Howarth joined DPG Community
Mar 13
alan cubero replied to NoahCarcia's discussion Besteonlinecasinoschweiz
Mar 13
alan cubero replied to Oscar Poppy's discussion Play wolf gold slot
Mar 13
Patty Black commented on Mike Collins's blog post Unlocking Potential Through Learning
Mar 7
Samuel Rocher is now a member of DPG Community
Mar 7
More…

CIPD Branch Events

Did you know your local CIPD branch will put on relevant events that are free to CIPD members.

Take a look for your local branch here and what events are happening. Remember attending these events are great CPD evidence.

CIPD Branch Event Search