As experienced HR pros have learned, not every problem can be solved with the implementation of a new company policy. Addressing every single crisis and every new business challenge with policy after policy can actually cause more harm than good, especially if employees tune out this avalanche of policies because they’re poorly enforced, confusing, badly written, or just plain ill-advised.

So when you have a legitimate reason to institute a company policy, what should you do to make sure your policy will be internalized and followed? And if your policy doesn’t create the desired effect, how can you learn from its failings and carry these lessons forward the next time you face a similar crisis?  A great company policy is created in seven steps. During each of these steps, take the following considerations into account.

Determine the Necessity of the Policy

Don’t fall into “policy overload” by taking a new-policy-first approach to every staffing and management challenge. If you do, your new policies will be less likely to stick and your established ones may lose their existing traction. So think carefully. If an employee stubs her toe because she was wearing sandals in the office, do you really need to change the dress code? If an employee complains about a coworker’s behavior, or a client receives a package a day late, will a new company policy solve the problem?
If the answer is yes, move forward. If not, find another approach.

Clarify the Policy Goals

How exactly will working conditions change or productivity improve once the new company policy is implemented? Have clear long-term goals in mind before any writing begins.

Gather Information and Sample Policies

Find out everything you need to know about how the new policy will be implemented and what changes will likely result. Gather all the data available on how policies like this one tend to succeed or fail, both in your company’s history and in the larger world. As you do this, learn from the experience of others. Find sample policies in your company files or online.

Write, Rewrite, and Review

Draft the policy carefully, taking every contingency into account. Anticipate the kinds of questions employees will have and the challenges they’ll face as they put these new rules into effect. Make sure every aspect of the policy is relevant, clear, and executable.

Obtain Management and Legal Support

Submit the new policy to your in house counsel or relevant legal authority and make sure it doesn’t represent discrimination, conflict of interest, or any other legal obstacle. When the legal kinks are ironed out, you’ll need to win the approval of management before the policy can be put into place.

Inform the Troops

If possible, give the affected employees some lead time so they can make the necessary adjustments before the new policy goes into effect. If the west parking lot will now be off limits, for example, employees will need to make alternative transportation plans to work. Employees should be informed in a way that reaches everyone and provides enough time to address their questions and concerns.

Implement the Policy

Once you’ve completed the first six steps, be prepared to implement the policy and make it stick. A weak policy is worse than no policy at all. So if the practical realities of enforcement become a problem, don’t just let the policy wither away. Take action and change or revoke it.

Need help with your policy development approach? Contact Expert Staffing and get the guidance and advice you need to keep your workplace running.