Issue link: https://read.dmtmag.com/i/351182
world fence news • august 2014 • 29 THE HUMAN LINK by Jim Lucci Management Motivational Associates In last month's column we devot- ed time to discovering the importance of developing a policies and proce- dures manual, the "book" that will help govern your business operations on a day to day basis. Further, we said that it was critical to create a mission statement as a framework to help you to stay focused as you shape and detail the series of policies and procedures which will become your "book". Before we begin discussing what should be considered and included in this book in this second installment of a three-part series, we should mention that a statement of the chain of com- mand for your business must first be formulated and established. This chain of command depends on the size of the business and the or- ganizational flow chart designed to be the working start of the book, and en- courages the examination of the duties and responsibilities of each person in the business. This kind of procedure is basic to the smooth flow of day-to- day operations. For example, questions or situ- ations that develop at an "employee" level should be brought to the attention of their direct supervisor for investi- gation, and then, as designated by the book, in turn be reported to the person in charge of administering the policies and procedures of the business. This person might be the head of personnel, or the controller, or it could be the owner of the business, depend- ing on how it is outlined in your busi- ness's flow chart. Having stated that, we can begin discussing items that should be in- cluded in your book. The focus of this series of col- umns is to deal with the topics to be included, rather than the specific wording of each topic. The wording of your topical items will vary, and in some cases will be governed by what specific laws exist in your part of the business world. Perhaps the best place to start is with those areas which are particular- ly sensitive in today's society, and thus really call for an established policy that lets your employees and officers know, right up front, just what won't be tolerated in any way shape or form in pursuit of your business's daily ac- tivities. The first item that comes to mind is harassment. With this sensitive is- sue, your book will need to define what constitutes harassment, and then state the fact that it will not be toler- ated in any form under that definition, and that if there is a complaint, exact- ly what procedures should be followed in having it investigated. This area should also have de- finitive conditions that constitute ha- rassment, such as those that interfere with or affect an individual's job per- formance or affect the environment in which he or she is expected to success- fully perform work tasks. It should further take into account intimidation which might be used to impact salary, promotion, demotion, or firing. This area should be carefully thought out, researched as necessary, and include all parties concerned in the course of daily business opera- tions. Another sensitive area that should be spelled out in your book is that of personnel recordkeeping. Many em- ployees are very sensitive about what records are being kept, what is being said, and who has access to these re- cords. You should be, likewise. Fur- ther, are you going to give your em- ployees open access to their records? Are there provisions for inaccuracies to be corrected? Make sure that you state in your personnel recordkeeping policies the intent and who has access to those files and why and procedures for cor- recting errors. If time cards are used in your business, ensure that the procedure for using cards and for correcting and changing them is spelled out. This area is designed to protect continued on next page Clearly setting out chain of command is one of the most important purposes of a policies and procedures manual 3 Locations to Serve Your Company's Needs Chesterfi eld Twp, MI 1-800-783-1331 (Corporate) Port Richey, FL 1-888-222-1846 Murfreesboro, TN 1-888-424-7270 All images and data in this document are property of Elite Fence Products Scan me to learn more about Elite Fence Products Custom Colors Available Industrial Fencing ZipTrack™ Gates Feature Exclusive Enclosed Lower Guides ZipTrack™ Gate AAMA 2604 COMPLIANT Aluminum Ornamental Fence & Railing ZipTrack™ Cantilever Gates www.elitefence.com Buy American, Be American ™ Proudly Made In America! Extruded & Assembled We are environmentally responsible Industrial Fencing All images and data in this document are property of Elite Fence Products Proudly Made In America! Extruded & Assembled responsible SUPERIOR FENCING, RAILING, ESTATE & CUSTOM GATES AND ACCESSORIES An Innovator in Fencing and Gate Products with Unsurpassed Customer Service Residential and Commercial Fencing 7 Standard Colors Custom Colors Available