Flashcards: Unit 5 Policies and Procedures PPT 1

Policies explain the ‘why’ behind business actions, listing terms and conditions that guide decision-making. Procedures outline the ‘how’ by providing step by step actions to implement the decision or direct activities.

A policy document includes: version tracking, approval date, background, purpose, scope, aims and objectives, related policies, and review dates.

A procedure document includes: title of the procedure, department responsible, approval details, purpose of the procedure, definitions, step by step procedure details, and a flowchart illustrating the process.

All businesses should have standard legal policies and procedures, such as those for health and safety in the workplace and equality, to protect the business, its staff, and visitors/customers.

The types of policies and procedures vary based on the business’s nature. For example, healthcare businesses will have different policies and procedures than manufacturing businesses, reflecting their specific operational needs.

Examples include health and safety policies, equality policies, operational guidelines, employee conduct policies, customer service procedures, and incident reporting protocols.

Policies and procedures should be: Specific, relevant, and applicable to the target audience (e.g., staff, customers), Understandable and written in clear language, Up to date with relevant laws and regulations, Well structured and consistent for ease of management and implementation, Focused on the specific issue they address, Reviewed regularly to accommodate changes, Documented with approvals from senior management, the CEO, or the board (if applicable).

They ensure consistency in decision making and actions, help maintain compliance with laws and regulations, provide clear guidance for employees, protect the business from legal risks, and improve operational efficiency.