Organizations
spend a lot of time, money and energy developing policy and procedures manuals.
They often commission management consultants to research the issues and
functions critical to the organization’s continuing success. These can include:
- Aims, goals and
ethical base on the organization (known as its mission statement)
- Best practice
policies for the particular industry
- Procedure for
efficient and effective use of time, office space, materials, fund and
staff
- Human resources
policy and procedure
Policy
and procedures manuals
A policy manual sets out the
organization’s aims and mission statement. The procedures manual shows how
policies will be implemented. In other words, it contains the practical
applications. Both policy and procedures manuals are usually classified as
“confidential”. This means they are not available to the public, but are given
to staff members when they join the organization.
Using
a procedure manual
It is invaluable for employees to
have access to procedures manuals for their area. The manuals provide clear
information about what is expected of the employees. They also explain the
conditions of their employment, and give details of their rights in specific
circumstances.
The Human resources procedures
manual describes people’s roles and functions in an office.
Workplace
practices and procedures
Policy and procedures deal with
broad issues, roles and functions, but there are also many day-to-day
situations where you might need information or help.
Sometimes another employee can
assist with information or advice. There are also many practical resources,
such as “help” programs on computer and instruction manuals for equipment,
available in the office.
Peer
support
While chatting about personal
matters is not good practice, other staff members can often help you solve a
minor problem quickly and easy. If you are not sure how to do something, ask
someone more experienced.
On-line
help
All software packages on you
computer have a “help” menu. Use these to learn short-cuts and to explore the
range of functions the software can perform for you.
Set up your own databases and
templates for recurring projects. These will enable you to produce updated and
amended files quickly and efficiently.
Use
search tools as well as you search engine to find information quickly on the
Internet.
Solving
operational problems
There should be instruction manuals
for the equipment and systems you are using. For examples are:
- Telephone
- Answering machine
- Computer
- Software package
- Printer
- Fax machine
- Calculator
- Etc.etc.
Keep these references where you can
access them easily. Making a good attempt to resolve operational problems
demonstrates your initiative and independence.
If, however, you cannot solve the
problem quickly, seek help from other experienced operators within the
organization, or call in a technician to attend to the fault and/ or repairs.
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