Delivered in half-day workshop for a K-12 international school.

2. Profile of Training Lead
March 20142
 13 years of working experiences in training and
education.
 10 years in consulting.
 8 years in writing.
 Advisor at six companies.
 Reviewer Panel at three international journals.
 Have consulted 30+ companies.
 Have written 300+ manuscripts, articles and
pieces in IT space.

3. 1st Session: Understanding Policy

4. Importance of Policy
March 20144
 Dictate a company’s standards and
establish its image to the public
 Outline on how organization conduct
their activities
 Define organization code of conduct
 Give direction to survive and excel
 Describe organization rules and
regulations

5. Objectives of Policy
March 20145
 Provide guidelines to employees and
management
 Direct behaviors and solve ethical questions
 Is a key to employee compliance
 Outline acceptable behaviors and actions
(while procedures describe and define
process flows)
 Policy handbook outlines necessary steps if
an employee breaks the rules

6. Few Factors to Consider
March 20146
 Craft aligned with organization's goals
 Help employees to aid organization’s overall mission
 Use simple, direct language to adequately convey the
company's policies
 Structure policies to legally protect organization
interests
 Write only policies that conform to local teaching
practices
 Policies for major business processes are inevitable
 Do not write one set of policies for one department and
another for a different department

7. Few Factors to Consider (cont’d)
March 20147
 Establish supervision and enforcement of these
company policies
 Write company policies that put in place a
clearly defined chain of command
 Name each authority holder and the extent of
his or her authority
 Explain clearly how this authority is to work and
how each employee is to avail himself or herself
of it should the need arise

8. Policy Specifications
March 20148
 Organizational vs Functional/Entity Policy
 Acquire standardized policy template
 Include employee behavior, but not limited to:
 Dress codes
 Attendance
 Leave
 Working hours
 Holiday allowances
 To-the-point sentence structure

9. Policy Specifications (cont’d)
March 20149
Include statements that show our commitment to
applicable local, national and international laws:
 New hire
 Equal employment opportunity
 Exempt and non-exempt employees
 Compensation package
 Social Security
 Insurance
 Tax
 …

10. Policy Specifications (cont’d)
March 201410
 Discuss mandated benefits such as social security;
worker's compensation; unemployment; leave; training
and development
 Outline company policies, such as time-keeping, pay
schedule, confidential information, use of mail, phone
and e-mail privileges, probation period, performance
reviews, and standards of conduct
 Offer information on benefits, such as holidays,
vacation, retirement plans, insurance, leaves of
absence
 Instead of telling employees what they can't do,
emphasize what they're expected to do

11. Common Structure of a Policy
March 201411
 Title: Name it in a meaningful way. Remember our
organization will have many policies. Each title needs to
clearly define to reader what the policy addresses.
Example: Customer Complaints - Documenting
 Effective Date: Usually the month and year the policy takes
effect is sufficient. If it's critical, also enter the day.
Example: April 2013
 Last Updated: Only applies if this is an update to an existing
policy
Example: July 2013
 Policy Scope: A generic statement including to whom the
policy applies.
Example: This policy applies to all employees with
customer contact.

12. Common Structure of a Policy (cont’d)
March 201412
 Reason for Policy: Self-explanatory, isn’t it?
Example: This policy is required in order to standardize
documentation of customer complaints and to ensure
proper resolution.
 Policy Content: Give specifics of the policy. This includes
what needs to be done, not how to accomplish it.
Example: Each customer complaint, whether verbal or
written, shall be brought to the attention of Customer
Care Department.
 Procedure: Give specific instructions on how the policy
is to be carried out or accomplished.

13. Common Structure of a Policy (cont’d)
March 201413
 Appendixes
Attach or link any forms to which Policy and Procedure
refer to.
 Written By: Individual responsible for writing Policy and
Procedure.
 Approved By: Name of Stakeholders
 Policy Owner: Individual responsible for content of
Policy and Procedure.
 Policy Contact: Include name, telephone number, and
email address of department that is the primary
contact for questions and assistance.

14. How to Craft and Roll Them Out
March 201414
 Assess past or present policies
 Gather latest data, new, or revise policies
to be formulated and distributed
 Consult with Legal and Audit
departments as necessary
 Finalize and publish the policy
 Communicate to department, functions
or entities

15. How to Craft and Roll Them Out (cont’d)
March 201415
 Then implementing them
 If training is required, just DO IT
 Monitor and evaluate the implementation
are mandatory
 Make changes as necessary
 Always keep our eyes on the external
environment

16. Best Practice for Approval Process
March 201416
 CEO work with HR execs to craft policies and
procedures (organizational policies) OR
 HR execs work with functional directors/
managers to craft policies and procedures
(functional policies)
 Upon approval then:
 Combine together within procedure into
organization policy manuals (HR)
 Sign-off (CEO, HR, Functional)
 Monitor, evaluate, review and update regularly (HR)
 Keep signed copies of employees' review and
acceptance (HR)

17. Accommodating Change Request
March 201417
 Functional allowed for request for
changes
 Accept or Reject (HR and CEO approval)
 If yes then revise it (HR)
 Circulate to Functional and or all
employees (HR)
 Attain and keep the sign-off (HR)

18. 2nd Session: Workshop
Delivery: Forum Group Discussion and Group Presentation

19. Identifying Critical Path
Based on activities gone through within existing policies and
procedures

20. Recommended Action
Update or Keep it that way?

21. Existing vs Future
Improving or Enhancing Them?

22. Reviewing Existing Policies
Selecting a Number of Existing Policies with Highest Priority

23. Defining Ideal Process
Aligning with Organizational Goals and Objectives

24. Developing Action Plans
Coordinating with All Participants

25. Setting the Timeline
Proposing the Schedule and Reaching the Agreement

26. Final Presentation
Having One or Two Participants Conducting

27. March 201427