25 must-have HR Policies for Small Businesses
Are you a small business trying to figure out HR functions independently? Do you know that HR policies are one of those areas often overlooked in small businesses?
In fact, having the right HR policies can make your life a whole lot easier and your business a much better place to work. This article discusses 25 HR policies that will help you get started.
Remember, HR policies are vital for the smooth functioning of your workforce management. A business that has good policies can protect both its business and workforce.
What is an HR policy?
As a business, you should know what is an HR policy and how it can impact your organization.
HR policies are written guidelines for various organizational functions that set rules and regulations to be handheld in a workplace. It contains procedures and actions leading to violation of the policy. HR policies usually address one specific topic like sick leave policy, company dress code, remote work etc., These policies are usually covered in an employee handbook and company’s intranet.
PeopleWorX’s CEO, Jonathan Pocius, says, “Creating good policy starts with setting clear expectations and boundaries that management wants to adhere to. Once those boundaries are defined, committing them to policies ensures there is documentation to manage to.”
Why are HR policies important for small businesses?
Does your small business need HR policies? Can HR policies make a difference if the businesses have less than 5 employees? The short answer is yes!
As a company serving small businesses, PeopleWorX has seen conflicts in companies even with two employees. It just takes one employee to file a lawsuit and one employee handbook to keep the company out of legal complications.
Here is why HR policies are a necessity for small businesses.
1. To provide clarity and guidance to employees.
2. To address various employment topics and issues without any delay.
3. It creates transparency and fairness in the work environment.
4. Addresses employee complaints and conflicts.
5. It ensures compliance with federal, state, and other laws and regulations and protects both employees and employers.
25 Must-Have HR Policies:
Alright, let’s get into the good stuff. Here are the 25 policies you should consider for your small business.
- Recruitment and Hiring Policy: This policy outlines how you find and bring new talent into your team. It might include job openings, job posting, candidate interviews, and the background checks you do before making an offer. Having this policy helps ensure you’re being fair and consistent in your hiring process.
- At-Will Employment Policy: This policy states that either the employee or employer can end the employment relationship at any time for any legal reason.
- Non-discrimination Policy: This is a big one. Your non-discrimination policy should be crystal clear that your organization does not tolerate any form of discrimination based on race, gender, age, religion, or disability
- Anti-harassment Policy: Nobody should feel uncomfortable or threatened at work. Your anti-harassment policy should define what constitutes harassment, explain how to report it, and outline the consequences for those who engage in harassing behavior. Some organizations conduct training sessions on workplace harassments apart from having this policy on their handbook to reinforce the importance of this policy.
- Safety Policy: Safety first, right? This policy should cover general safety practices, emergency procedures, and any specific safety measures related to your industry. Remember, a safe workplace is a happy workplace!
- Retaliation Policy: This policy protects employees who report labor law violations. It should clearly state that retaliation against such employees is not tolerated and explain the consequences for those who engage in retaliatory behavior.
- Social Media Policy: In today’s digital age, a social media policy is a must. This should cover what employees can and can’t post about work on their personal social media accounts, and how to represent the company online.
- Remote Work Policy: With more people working from home than ever before, a remote work policy is super important. This should cover things like work hours, communication expectations, and how to handle equipment and data security when working remotely.
- Workplace Violence Policy: This policy should define what constitutes workplace violence, outline prevention strategies, and explain the reporting and response procedures. The goal is to create a safe environment for everyone.
- Drug and Alcohol Policy: Be clear about your stance on drugs and alcohol in the workplace. This policy might include rules about being under the influence at work, drug testing procedures, and resources for employees struggling with substance abuse.
- Compensation Policy: Your compensation policy should explain how pay is determined, when raises are considered, and any bonus or commission structures. Being transparent about compensation can help avoid misunderstandings and boost employee satisfaction.
- Workplace Injury Reporting: This policy should outline the steps to take if someone gets hurt on the job, including how to report injuries and what medical benefits are available. It’s all about keeping your team safe and protected. This policy is not just for companies involved in machineries. Getting your toe injured at the door in the workplace calls for reporting, too.
- ADA Reasonable Accommodation: The Americans with Disabilities Act (ADA) requires employers to provide reasonable accommodations for employees with disabilities. This policy should explain how employees can request accommodations and how you’ll handle those requests.
- Religious Accommodations: Similar to the ADA policy, this one should outline how you’ll handle requests for religious accommodations, like time off for religious observances or modifications to dress codes.
- Discipline Policies: Nobody likes to think about disciplining employees, but having a clear policy in place can make these situations less stressful. Outline the steps of your disciplinary process and what behaviors might lead to disciplinary action.
- Dress Code Policy: Your dress code policy should clearly state what’s appropriate (and what’s not) for your workplace. Remember to be inclusive and consider different cultural and religious practices.
- Attendance Policy: This policy should cover your expectations for attendance, how to report absences, and what happens if someone is consistently late or absent.
- Tardiness: While this can be part of your attendance policy, it’s worth spelling out your expectations around punctuality and the consequences for chronic lateness.
- Leave Policy: Your leave policy should cover all types of leave, including vacation time, sick leave, and any other types of leave you offer (like parental leave or personal days).
- Bereavement Leave Policy: Losing a loved one is tough. Your bereavement leave policy should explain how much time off employees can take and for which family members.
- Resignation or Exit Policy: This policy should state the protocols employees should take when resigning from their employment and the exit guidelines.
- Nepotism Policy: If you decide to hire family members of current employees, it’s important to have a policy that prevents conflicts of interest and ensures fair treatment for all employees.
- Immigration Policy: This policy should outline your commitment to complying with immigration laws and the steps you take to verify employment eligibility.
- Supplemental Workforce Policy: If you use contractors or temporary workers, this policy should explain how they’re different from regular employees and what rules apply to them.
- Electronic Communication Policy: Last but not least, your electronic communication policy should cover the appropriate use of email, internet, and other electronic communication tools provided by the company.
The article says 25, but we have a bonus for you. HR policies are so crucial that we can talk about it all day long. Can you blame us? We are passionate about what we do and believe in People First Strategy.
26. Using Company Property: This policy should cover how employees can use company equipment, vehicles, or other property, both on and off off the job.
Conclusion: That was a lot, wasn’t it? but don’t worry, you can gradually create them and build your HR policies. Or, talk to a professional company like PeopleWorX, to help you with creating the policies.
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