EMPLOYMENT OF STAFF
4/30/08 While most staff members will never be engaged in interviewing and employing new staff...the process of finding, interviewing and employing new staff still forms a very important of the employee handbook.
Finding New Staff
The employee manual will typically address how the search for new staff is initiated or triggered. Here are some of the typical triggers:
1. Vacancy created by a staff member leaving;
2. Vacancy created by expansion/growth;
3. Vacancy created by the need for new skills/expertise.
Approved procedure will require formal discussion and justification starting at the department level followed by discussion and approval by the company's management committee which would include the HRD head. Depending on the level of the staff member, further discussion and approval may be required at the Board level.
Searching For New Staff
Company policy may dictate first trying to fill a position internally, then externally or it may be the company's policy to advertise internally and externally at the same time. External advertising may be done by the company itself or it may do so with the help of an employment agency or it may be a combination of both.
Although a company may receive resumes on an ongoing basis, its policy may be only to consider resumes received in response to a specific ad.
Depending on level of staff, the company's policy may be to employ the services of a Head Hunter or Job Agency exclusively or in conjunction with its own efforts.
Interviewing New Staff
New staff will, ultimately, make or break a company; so companies will ensure rigid screening. The company's employee policy will typically require interviewing by the Department's manager, the HRD manager and the CEO. The interviews can be scheduled to be conducted individually or by a panel.
Some companies may have only one thorough interview or they may schedule second and third interviews to focus on certain areas, such as getting to know the applicant, discussion of job responsibilities and compensation/benefits.
For certain staff, especially higher level staff, the company's policy may be to employ a wider interview panel to include other senior executives in addition to the Department manager, the HRD head and the CEO. Some companies will also require final screening and interviewing at the board level.
As a general rule, companies employ staff strictly on the basis of qualifications and experience. This is typically clearly stated in the employee handbook.
Probation
Once staff are employed, employee policy will allow for a minimum probationary period. This is typically three months (some companies allow 6 months depending on the level of staff); during which time, the new employee is orientated in a structured way to the job and the organization.
The initial period of probation is typically subject to extension at the discretion of the company for a further period of up to a specified number of months (usually 3 months).
At the end of each probationary period, an appraisal report focused on important performance areas is prepared by the employee's supervisor and discussed with the employee. The discussion can be done by the supervisor or by a panel. A recommendation is made usually to HRD and, ultimately, to the CEO on whether or not to confirm employment or to terminate.
On the point of termination, company's will typically allow for separation of new staff and company without either one giving notice to the other during the probationary period.
STAFF WORKING HOURS
4/26/08 As a way of managing general productivity, it is imperative for organisations to make general policy statements on working hours, overtime, attendance and punctuality and meal time. Here are some general guidelines:
Working Hours
Of course, this will vary all over the world and will also depend on whether the firm engages in flexible working hours but the company's statement on working hours in the employee policy document will clearly indicate what the normal office hours (Monday to Friday) are.
Additionally, the company will clearly layout it's policies as regards flexitime at different staff levels.
Leaving Office Premises
As a policy rule, the general stipulation will be that during normal working hours, permission from supervisors is required to leave the work premises for reasons other than lunch.
Overtime
Overtime work can be a very contentious matter. Companies will be careful to layout clear policies as to the rate payable for overtime usually according to department, day of the week, number of hours worked and level of staff.
In addition to the rate paid, clear policy guidelines are laid down for supper/refreshment allowance according to similar elements above (department, day of the week, etc.).
Usually, overtime and meal allowances will be approved/signed off on by Department head or other assigned senior staff.
Supper Allowance is available. Approval for overtime comes from the Division
Overtime on Saturdays, Sundays and Holidays
Since Saturdays, Sundays and holidays are "sacred" for most people, companies will usually have a higher overtime rate of pay for work done on these days. For example, the company may stipulate that overtime rate is time and a half Monday to Saturday and double time on Sundays and holidays.
Attendance & Punctuality
Punctuality and attendance overtime can seriously impact a company's productivity. It's an area so important that all staff will typically have it as a part of their periodic appraisal.
Here are some typical guidelines:
- If an employee is absent or excessively late or shows a pattern of absence, the supervisor will discuss the matter with the individual privately so that the situation can be corrected. If the problem persists, then the corrective action/procedure will be followed and dismissal can result.
- If an employee is going to be late for work or absent for a day or more because of illness or any other reason, contact should be made with supervisor in good time to allow alternate arrangements.
- If an employee is absent for more than a stipulated number of days due to illness, a medical certificate must be submitted.
Meal Time
Although there are exceptions, companies will generally stipulate a one hour time frame for lunch. Usually supervisors will schedule meal times for each Department so employees will not be away at the same time.
Returning to man work stations promptly after breaks is important to accommodate other staff, maintain productivity levels, and to ensure that a high standard of customer service is maintained.
EXTERNAL CORRESPONDENCE
4/26/08 Companies will want to ensure that certain general standards of grammar and presentation are maintained. Additionally, officially authorised signatories are required based on the type of correspondence/transaction. As such, companies will make definitive statements on external forms of correspondence and how they are administered.
Signing Authority
Although there are exceptions, companies will usually insist all correspondence generated internally be signed by 2 persons...usually the author and Supervisor, usually from within the same department. If the author and Supervisor are one and the same, he/she alone should sign if the company's policy explicitly states so. Otherwise, other senior staff at the same level or higher up maybe required.
In some instances, lower level staff may be allowed to sign alone if the correspondence is not binding the firm legally or has no potential to create liability but with stipulation that such correspondence be reviewed by senior staff.
In financial institutions, signatories for certain documents, e.g. commitment letters, letters of undertaking, guarantees, etc. will typically be in accordance with the firms lending and investment guidelines.
Where the firm has entered into an agreement with another institution and where authorized signatories have been agreed on separately made (e.g. where the firm holds an account (checking account, etc.) with another financial institution), only the specified individuals in that separate agreement, usually approved by The Company’s Board, may sign.
The company will generally mandate for all two copies of all correspondence leaving the firm should be generated and distributed as follows:
Original - Sent to client.
Copy two - Filed on client's internal file.
Extra copies may be generated if other parties are involved in the communication/agreement/transaction with each party receiving a copy and another filed to each party's internal file.
Filing
All correspondence and documentation on the firm's clients generated internally or externally must be filed immediately and appropriately.
Internal filing procedures will usually mandate how correspondence are to be filed alphabetically, by date order, confidentiality, department, type of communication/agreement/transaction, etc..
For small organisations, the filing system may be a simple set of procedures but with growth, the system is usually more complex and more effectively administered by referencing system developed around the said elements mentioned above (alphabet, date, type of communication, etc.).
PERSONAL CONDUCT
4/25/08 Employees will want to pay particular attention to a company's statements on personal conduct. This is one area that if you slide you could be out of a job and because of the integrity issue in some instances can have lasting implications.
Here are the key elements to look out for:
Confidentiality
All companies, but especially service/financial type organisations are keen to protect client confidentiality. They normally have a strong statement insisting on all aspects of a customer's relationship being treated as confidential.
Such policies are abundantly clear on discussing/revealing client information with/to third parties (including former officers or employees) and the consequences.
Confidentiality statements only allow for certain aspects of customer's relationship to be disclosed only with the prior written consent of the customer.
Commitment & Representations
Because of the potential for liability and eventual loss, employee policies will specify clearly that no commitment, verbal or written can be communicated to any customer or potential customer of the company by any employee unless the required approval as laid out in the company's policies and procedures have been met.
Employee policy will almost in all situations require that all formal commitments by the company be signed by at least 2 signatories.
Phone, Mail & Delivery Service
Companies in their employee policy document will make it clear that the firm's mail, telephone, and delivery services should not be used for personal business except in emergencies or other unavoidable circumstances. Usually, the company will state that approval of the HRD Manager or other assigned officer is required.
Financial Matters/Conflict of Interest
A company's statement on personal conduct will insist on financial affairs not being conducted in a manner that would give even the slightest appearance of a conflict of interest or other improprieties.
A more comprehensive policy will insist that an officer of the Company must not negotiate, or otherwise be involved in, a commitment to a company owned/controlled by a relative (e.g. member of the same household, brother/sister, parents and children, and spouses thereof, etc.) or in which such persons or the employee has a significant financial interest of any kind. Such involvement constitutes a conflict of interest.
Smoking
Smoking has become almost a no no in business places and many public areas. Because of the potential for liability and generally just being good corporate citizens companies typically will not allow employees to smoke inside the office.
They can light up alone with clients and invited guests only in designated areas.
Alcoholic Beverages
Employees consuming alcoholic beverages is another huge potential liability to organisations in many different ways. The employee policy will forbid alcoholic beverages during normal work hours.
Companies will go on and insist they have the right to stop employees from working when, in their resonable estimation, work performance will be affected by an employees state of mind brought on by the suspected consumption of alcohol.
SERVICE QUALITY
4/25/08 In order to deliver the highest standard of service to customers, a companies employee policy/statement on service quality will stress three particular elements:
Speed
An insistence on all client transactions being done as quickly as possible to avoid unnecessary waiting periods.
Efficiency
An insistence on great care being taken to avoid costly mistakes, erroneous statements and time wasting.
Quality
An insistence that the quality of work performed meet institutional standards at all times.