Introduction – Policy Writing Services in Kenya
A policy is a guiding principle or rule developed by an organization to inform how certain matters under its control should be handled. Policies guide decisions, procedures, protocols, and other actions undertaken within the organization. This among other things, ensures; compliance, standardization, risk management, efficiency, and effectiveness. Get the best policy writing services in Kenya at Due Process Consulting Ltd.
Policies are very important in helping an organization achieve its goals in an orderly and efficient manner. They set the ground rules, which make it easy for managers and supervisors to oversee operations by largely dealing with exceptions.
A policy may be applicable to an entire organization or a subset of it such as a function, unit, or department. A policy may also be stated to be applicable all the time or when certain predefined conditions are met.
In the absence of clear policies in an organization, chaos rein. While a two or three-person organization can survive through verbal instructions, larger organizations do not have this luxury. They must invest in written policies to guide employees and other stakeholders.
Policies are usually implemented in the organization through procedures.
Do you need professional assistance to document your organization’s policies? Please contact us today.
“Honesty is the best policy”. – Benjamin Franklin
Types of Policies
There are many types or classifications of organizational policies but here is one of the most common classifications:
1. Public policies are developed by the authorities in a country or other such jurisdiction to guide how it will be governed, including laws and regulations. The other policy types are largely informed by the need to comply with public policies.
2. Organization policies are developed by an organization’s leadership guided by its vision, mission, and strategy to inform decisions and activities to be undertaken within the organization. These include relations among its stakeholders and with external parties. They largely apply to the entire organization.
3. Functional policies are developed to guide the operations of individual functions, units, or departments within an organization and are largely guided by organization policies.
4. Specific policies are usually developed to deal with unique circumstances mainly of a temporary nature. An example is a policy on how to deal with a particular natural disaster, such as occasional flooding in the city.
Organization policies can also be broken down into the following categories:
1. Strategic policies are foundational policies that are anchored on the organization’s vision. Mission and strategic intent. They provide context and guidance for the other types of policies.
2. Tactical policies are supporting policies that help achieve strategic policies by guiding the functioning of various critical functions in the organization. They are usually more detailed.
3. Operational policies guide the day-to-day activities of the organization. They tend to be more specific and localized than both strategic and tactical policies.
There are several other defined ways of categorizing policies including; originated, implied, appealed, externally imposed, and distributive, redistributive, regulatory, constituent.
Get professional assistance to document your organization’s policies. Please contact us today.
“You do the policy. I’ll do the politics”. – Dan Quayle
Examples of Policies
Here is a list of 30 examples of common policies in an organization:
1. Bring your own device [BYOD] policy
2. Compensation and benefits policy
3. Corporate social responsibility policy
4. Credit policy
5. Customer service policy
6. Cyber security policy
7. Data protection policy
8. Disability Policy
9. Disciplinary policy
10. Dress code policy
11. Employee code of conduct policy
12. Employee fraternization policy
13. Employee ideas policy
14. Equal opportunity policy
15. Goods return policy
16. Grievance policy
17. Internet/Social media policy
18. IT Security policy
19. Office e-mail use policy
21. Procurement policy
22. Quality policy
23. Remote work policy
24. Safe computer use policy
25. Substance abuse policy
26. Travel policy
27. Whistleblower policy
28. Work attendance policy
29. Workplace health and safety policy
30. Workplace security policy.
We offer professional assistance to document your organization’s policies. Please contact us today.
“I have a very strict gun control policy. If there’s a gun around, I want to be in control of it”. – Clint Eastwood
Who Sets Organizational Policies?
Within organizations, policies are usually set by persons with requisite authority i.e.:
1. Individuals e.g., heads of departments, directors, or proprietors acting singly or in concert with others; or
2. Committees e.g., board of directors, risk management, or workplace health and safety committees.
To come up with a sound policy, adequate knowledge and experience in the subject matter are necessary.
Regardless of who comes up with a policy, most organizations will have a policy on who must authorize the policy for it to become effective.
Due Process Consulting Ltd offers professional assistance to document your organization’s policies. Please contact us today.
“Reasonable people can reasonably disagree on policy”. – Mark McKinnon
What Guides Policy Formulation?
The development of policies within an organization is usually informed by many factors. The list below contains some of the most common ones:
- Past/industry experience
We offer professional services in documenting your organization’s policies. Please contact us today.
“I always avoid prophesying beforehand, because it is a much better policy to prophesy after the event has already taken place”. – Winston Churchill
How Are Policies Developed?
Organizations largely follow the steps below when developing policies:
1. Identify the need for a policy
2. Determine who is the best-placed individual or committee to come up with the policy
3. Undertake relevant research/gather necessary information
4. Draft policy
5. Have policy approved by relevant authorities
6. Publish policy
7. Monitor and control compliance with the policy
8. Maintain policy documents [update | revision | retirement].
The policy may be an individual statement covering one issue or a number of statements [policies], addressing the same issue from different angles.
The person or body coming up with the policy may need the assistance of a policy writing expert. This is to ensure the policy is documented in a professional manner and is thus fit-for-purpose.
Do you need professional services in documenting your organization’s policies? Please contact us today.
“There is no such thing as a fixed policy because policy like all organic entities is always in the making”. – Richard Cecil
What Are the Qualities of a Good Policy?
Not all policies are fit-for-purpose and many organizations are rife with poorly formulated and haphazardly implemented policies.
A good policy should:
- Be clear, concise, and easily legible and understandable by the target audience
- Be communicated to the target audience in a timely manner and through appropriate means
- Clearly specify the scope of application
- Be consistent with other policies i.e., not contradictory
- Contain enough information to guide sound decision making
- Be adaptable to changing circumstances
- Not be unduly complex, thereby hindering smooth implementation
- Have the endorsement and support of the organization’s leadership
- Be capable of implementation i.e., not impossible
- Have a clear purpose statement
- Comply with applicable laws and regulations
- Be comprehensive, fully addressing the subject without leaving gaps that create confusion
- Have an effective date when its implementation commences
- To the extent possible, take into account the interests of affected stakeholders
- Bear an authorized signature or other appropriate evidence of approval
- Not unduly restrict creativity and flexibility
- Be reviewed periodically to ensure it remains relevant.
Due Process Consulting Ltd offers professional services in documenting your organization’s policies. Please contact us today.
“Wishful thinking is not sound public policy”. – Bjorn Lom
How Are Policies Published?
Policies must be communicated to the target audience in a timely and appropriate manner. They must also be readily accessible for reference on a need basis.
Here are some of the ways organizations document and communicate policies to employees:
1. Policy manual
2. Policy and procedures manual
Soft copies of the documents are usually availed through:
3. Policies and procedures management system
4. Electronic Document Management System [EDMS]
5. Business Process Management Suite [BPMS]
Publishing the policy may entail updating an existing policy document and bringing the change to the attention of the relevant audience. It may also entail issuing a new policy document.
Please contact us today for professional assistance to document your organization’s policies .
“Education is the best economic policy there is”. – Tony Blair
What Are the Critical Success Factors for Policy Implementation?
Here are some of the critical success factors for effective policy implementation in an organization:
1. Communication and training
3. Resources and support mechanisms
4. Feedback mechanisms
5. Monitoring and control
Do you need professional assistance to document your organization’s policies? We offer the best policy writing services in Kenya. Please contact us today.
“Non-violence is a good policy when the conditions permit”. – Nelson Mandela
Do You Need Policy Management Software?
There are several software applications available from different vendors, to help organizations effectively manage their policies.
Some of the functions of policy management software are:
- Eliminating or reducing paperwork
- Aiding creation and distribution of policies
- Facilitating attestation by employees that they have read and understood policies
- Providing a repository for policies
- Facilitating review and approval of policies
- Coordinating updates to policies
- Supporting compliance to laws and regulations
- Facilitating policy audits
- Securing company policies against unauthorized access
- Ease of searching for specific policies
- Version control
- Reports on organization’s policy management
Do you need professional assistance to document your organization’s policies? Get the best policy writing services in Kenya at Due Process Consulting Ltd. Please contact us today.
“The policy of being too cautious is the greatest risk of all”. – Jawaharlal Nehru
What Are the Benefits of Effective Management of Organization Policies?
When policies are managed properly from formulation through implementation to evaluation, a myriad of benefits accrues to the organization. The converse is also true. Poorly managed policies lead to confusion, bureaucracy, and general inefficiency in an organization.
Here is a list of some of the benefits you can expect when you manage organization policies effectively:
- Timely decision making
- Employee empowerment, especially in decision making
- Consistency and efficiency
- Clear expectations
- Employee training
- Avoidance of misunderstandings and disputes
- Defense and evidence in court cases
- Compliance with laws and regulations
- Enhanced responsibility and accountability for decisions and actions
- Protection of employer’s assets and interests
- Protection of employees’ rights
- Better risk management
- Cost reduction resulting from efficient operations
- Stable operations.