10 policies every business needs
Why are policies important?
Policies establish expectations, standards and a clear understanding of the workings of a business.
Policies protect both employers and employees.
Policies lay out the ethics and considered direction of the business, giving weight to what is important.
A business with demonstrated policies and procedures is much more attractive to sell. This is considered when a business is valued.
What does this look like in practice?
Written policies that are accessible to all employees.
Policies written in plain language for ease of understanding
Are ‘living’ documents - reviewed often (yearly) and updated as a business grows or relevant legislation changes.
Spending time talking through the different requirements of each policy with relevant members of staff.
Policies and procedures are short.
What policies should a business write?
1. Work, health and safety
Workplace Health and Safety policies outline safety procedures and the responsibilities of all members of staff (both employers and employees) to keep both themselves and visitors to the workplace safe. Under Australian WHS law your business must both ensure the health and safety of its workers and not put the health and safety of other people at risk.
2. Bullying, harassment and discrimination
This policy communicates clearly to all staff what bullying, harassment, discrimination and any other form of inappropriate behavior at work looks like. This policy will also outline procedures for dealing with complaints if situations arise. An employer can be held legally responsible for acts of bullying, harassment and discrimination in the workplace.
3. Code of conduct
This will outline acceptable and unacceptable behavior for members of staff. It could include issues such as punctuality, dress code, use of company property, conversation topics etc.
4. Leave
There are many types of leave available to members of staff. A leave policy outlines when leave can be taken, how leave is calculated and how entitlements are calculated. If there is a shut down period a leave policy sets out how entitlements are used or if an employee does not have the full entitlement and what options are available to them.
5. Grievance/complaints
Internal | External
Dealing with complaints/disputes is an issue that every business will need to deal with at some point. Whether it be with a member of staff, or a client/customer, having a clear policy will give guidance to how this is handled. This policy can be added to your website along with a privacy policy.
6. Employee performance/discipline
Employee performance management should be conducted carefully and with care, especially if disciplinary action is needed. This policy will help you be compliant and fair while following a process to enable bad behavior to be dealt with and good conduct to be rewarded. Provides a framework for working through difficult situations.
7. Internet, email and social media
Online technology is used in all parts of business. It is important to establish appropriate and acceptable use of online technology within the business to protect reputation, privacy, clients and manage security risks. A policy will define appropriate and inappropriate use and the consequences if the policy has been breached.
8. Privacy and data protection
The safety and security of both employee and client information (both personal and professional), personal and business information will be managed within this policy. The policy will outline what and where the information is kept, what it will be used for, who will have access to it. The privacy policy should be written within the guidelines of the Australian Privacy Principles while also referencing the Australian Privacy Act. This policy should be attached to your website along with any other relevant information.
9. Clients/customers
Initial engagement | Ongoing engagement | Disengagement
Understanding who your prospective and ongoing clients are, how to engage and interact with them throughout their business relationship, will be reflected in this policy. It will give scope for your business relationship, set clear expectations when taking on a new client, as well as when it has finished.
10. Media release (use of digital media in business)
With the increase of ‘on the go’ digital recording of business information (eg. employee hours, business purchases etc), it is important to be clear what information is kept, how it is used and who has access to it. This will be similar to a privacy policy, but with particular reference to applications being used and their purpose within the business.
Additional policies to consider
Driving and motor vehicle
Use of company machinery and equipment
Engaging subcontractors
Flexible working agreements
Working remotely (off site) | Working from homeConflicts of interest
Emergencies
Risk management
Environmentally friendly business practices
Where to find more information
Disclaimer
To the best of our knowledge, the information provided by My Business Keeper in this document is accurate and current. My Business Keeper assumes no responsibility or liability for any errors or omissions within the written content. This document has been written to reflect best practice and industry expectations at this point in time and will need to be evaluated and updated regularly. All responsibility for the implementation of information contained within this document lies with the user. Further information can be found on the websites listed above as well as through relevant governing industry bodies.