Reference no: EM132944611

HR Policy and Procedure Manual Template

Note: Delete this and the next three pages once you complete tailoring the template for your own business.

Who should use this template? 

This manual is designed to be used by any small business owner or operator who employs people in their business.

Why use a HR policy and procedure manual?

In short this manual helps you to establish robust structure and a basic set rules that you will use to manage your people on a day to day basis.

This is important because using a structured approach from day one will help you to ensure:

• that: you meet your basic legal obligations 
• that you help your people managers to make consistent and reliable decisions - this promotes a culture of fairness
• that you have established a clear understanding of expectations, rules and consequences
• that you welcome and introduce your employees to your business and their new job

It takes some effort to complete, but brings definite long-term benefits as it will minimise the incidence of people reverting to their own set of rules which in turn reduces disputes or grievances caused by confusion, and it adds to the overall professionalism of your business operations.

How to complete this template

Designed to be customised

This template for a HR manual is made up of example topics and sections. It is completely customisable based on your specific requirements, in fact the more time you spend tailoring it to your specific requirements the more effective it will be.

Include what you must and can comply with

This document should be used in conjunction with your contract of employment, and any specific company procedures and processes. Only include the commitments you are confident you can comply with, make sure you update and review the document regularly. 

Important: You may have legal obligations to your employees under an employment or industrial agreement such as an award, workplace agreement or employment contract. Make absolutely certain what's written in this document is consistent with these. If you're unsure what covers your employees, contact Fair Work Australia by calling the Fair Work Ombudsman Infoline on 13 13 94.

To complete the template:

1. Guidance text appears throughout the document, marked by the word Guidance. Where you see a guidance note, read and then delete it. Guidance has been added to help you complete the template and should not appear in your final version.
2. Using Word's Replace function, search for {Business Name} and replace with your company name.
3. In Word's Home ribbon, open the Find and Replace tool, choose Replace to open the Find and Replace tool. The Find and Replace dialog opens with the Replace tab selected. 
4. Enter {Business Name} in the Find what field.
5. Enter your company name in the Replace with field.
6. Click Replace All
7. Replace {items in angle brackets}with your own wording. 
8. Where you see a reference to other policies, insert a link to another example policy that applies in your business 
9. Once you have finished work on the template, delete the first four pages of the document.
10. Lastly refresh the page numbers in the table of contents. 

• Right mouse click on the table of contents 
• In the small menu that appears, choose 'Update Field' then 'Update page numbers only'. 

Other tips

• To stop this HR manual sitting on a desk collecting dust, make it a living document. Ask your people for their thoughts on how to improve it. Then review it every six months. 
• Use this document as a key resource in your induction process. 
• Leave the words 'Document valid when printed only' in the footer to remind the reader they might be using an out-of-date copy. (The 'Last printed' date automatically updates in the footer when you print. You don't need to update this.) Try to destroy or archive all out-of-date copies.
• The writing style doesn't need to be formal or longwinded to be effective. Use simple sentences and plain English to reduce the chance an employee or manager will be confused about the intent of your policy or the way to carry out a procedure.

Note: Delete this and the previous page once you complete the template.

Disclaimer

Important: You may have legal obligations to your employees under an agreement such as an award, workplace agreement or employment contract. Make absolutely certain what's written in this document is consistent with these. If you're unsure which agreement covers to your employees, visit Fair Work Online (fairwork.gov.au) or call the Fair Work Infoline on 13 13 94.

The information in this publication is for general guidance only. The State of Victoria does not make any representations or warranties (expressed or implied) as to the accuracy, currency or authenticity of the information. The State of Victoria, its employees and agents do not accept any liability to any person for the information or advice given in this document. Authorised by the Victorian Government, 113 Exhibition Street, Melbourne, 3000. © Department of Business and Innovation 2011.