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Distribution of Policies & Procedures

Distribution of Policies Procedures

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Within our company we have approx 600 permanent staff with access to PC's and the intranet. This leaves approx 400 permanent staff with no access to PC's. In addition we have approx 2000 casual staff without PC's, eg: catering and security staff.

We are in the process of reviewing/rewriting our policies and procedures which we shall need to distribute to all workers. This, of course, means we shall also have to distribute any amendments that may be made in the future.

I would welcome any advice from people who have had to tackle this problem and have put something in place that is working.

All help gratefully received.

Many thanks.

Ann Rivera

Replies (6)

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By gibsonj
20th Mar 2003 14:43

Dear Anne

If we have something important to distribute, and wish to ensure it reaches every employee, we print copies and attach them to payslips.

We also circulate some of our notices by email, asking Line Managers to distribute to those without email. Then have it placed on notice boards and the intranet.

We also publish certain policy changes in our bi-monthly newsletter.

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By Anonymous
20th Mar 2003 14:35

We employ 33 people, a mix of office and shop floor staff.

Policies & Procedures are on our intranet. Top level flowcharts that 'click through' to the appropriate bit of text based procedures.

A copy is in a handbook which is in the canteen.

When a procedure is updated on the intranet (usually it's a text change rather than flowchart) we print a copy and put it in the handbook (Taking out the old one).

We include the update in 'What's new on the noticeboard' and, if appropriate, mention it our quarterly 'all staff' meetings.

The really important policies/procedures have recently moved to the contract of employment (smoking, discipline, grievance).

Contracts are issued on day one of employment and typically change once per year (please please someone stop government/judges releasing legislation and changing case law/precedent) so we give everyone a new contract with their pay rise.

You don't have to have flowcharts on the intranet. You can just put the word .doc file on the server and link to that. There is a web server with every w2k or winXP machine, or if you have an old w98 spare you can download personal web server from microsoft.

Hope this helps.


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By Iain Young
19th Mar 2003 12:40

We include summaries of policies such as displinary and equal ops in our Handbook which every employee gets.

Copies of important polies again such as Equal Ops, Training etc are on our notice boards.

Heads of Department, Regional Manangers each have a full copy of the policies and procedures which are then available to other staff for reference.

Hope this helps

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By spleggett
20th Mar 2003 14:25

For those who are on-line I suggest a personal presentation tool - e-lecure - that allows you to make/change publications/presentations etc. to the inter/ranet. This has a more "human" element (because simple video is also used). Your IT people can combine this eith a desktop message that REQUIRES employees to view updates on login.

This is an extra safeguard and, espescially if it comes to dispute (HSE for example) can be used as evidence of due diligence. If you want any more details, then mail me.

For temp staff, put onus on provider (thus giving you a one-stop delivery). For other staff, why not combine it with your regular employee team meetings?



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By Iain Young
19th Mar 2003 12:41

I have come across some companies that put everything on their Intranets and have kiosks so that staff who do not have PC's can access the information.

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By Anonymous
26th Mar 2003 18:19

The best way to ensure that your staff understand, accept and implement policies and procedures in a committed way is to disseminate them via an effective system of team briefings. These briefings enable real 2-way communication to take place so that the policies etc are fully understood. At the same time, the authority behind policies, and organisational expectations of all staff, are clearly communicated through the manager/staff relationship.

Policies and procedures also need to be kept under review so that continuous improvement occurs, and team briefing is an excellent way of putting this into practice.

I thoroughly recommend team briefing from personal experience in the engineering industry, as no doubt will others. There is a short introduction to Team Briefing on the Web at:

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