Policies &

Procedures

GROUP THREE
 Definitions: Policies &
Procedures(State of New Whales,
2009)
Policy
– general guideline that defines the way a company operates. It clarifies the intents of top managers to be
followed by all its branches in all departments, at all levels
– Policy directs organisational activities towards its goals and is a wise attempt to coordinate organisation’s
philosophies with the needs of its environment.
Procedure
– It provides sequential order to a policy. It describes the steps in which policy matters will be dealt with.
 Overview: Policies & Procedures

– Policies and procedures (P & Ps) connect a company's vision and goals to internal
operations.
– For Example: Vision: To remain in the lowest cost quartile of Platinum
Producers. P& Ps assist in achieving the Vision through the operations( HR, SHE,
Finance & Production).
– These internal controls are key to accountability within the company structure. Taken
together, policies and procedures provide a road map for a company's workforce to follow.
– A successful company not only has a policy and procedure manual, it continually updates
the manual when laws or procedures change. Policies and procedures must be clear,
concise and enforced to be an effective tool within a company
Policy & Procedure Formulation
Process
 Distinction between Policy &
Procedure(Anderson,2017)
Policy
1 provides a general guideline to
action
2 Flexible and less rigid. Managers can
change the policies if the situation
demands. If the company policy states
that all organisational posts shall be
filled from internal sources (transfers or
promotion), managers have the
discretion to fill the post through
external sources if no internal candidate
is found suitable
Procedure
Provides a step-by-step sequence for
accomplishing policy matters. It describes how
the task will be done, who will do it, when will it be
done and what is the time taken to accomplish each
step so that end result is achieved in time.
Less flexible than a policy. Managers cannot use
discretion while dealing with procedures. A policy
that states all appointments shall be made through
a selection procedure will follow the procedure in
order —job specification, application form,
preliminary interview, conducting tests, cross
checking, formal interview, medical examination,
employment decision, job offer.
 Distinction between Policy &
Procedure
3 Policies are laid by top managers.
Top managers make policies to achieve
the broad organisational goals and
departmental managers make policies to
achieve departmental goals.
4 Mainly relates to a specific
department
Procedures are determined by managers at
lower levels. Top managers can delegate routine
matters to lower-levels and concentrate on
important issues. Once the procedure is
established, it is repeatedly used to deal with
similar problems. Appointment procedure, for
example, is followed every time an appointment is
made.
Procedures cut across the functional areas.
Various departments are involved in carrying out a
procedure that mainly relates to one department.
Procedure for HR mainly relates to HR
department, it is prescribed in such a way that it
requires coordinated effort of all the
departments(Safety, Training, Finance).
 Importance of Policies &
Procedures(CIPD,2018)
 They Provide Guidelines-A policies and procedure manual defines guidelines for all employees to
follow. These guidelines help employees and supervisors to understand their jobs and responsibilities.
 They Promote Consistency-A company that has policies and procedures has defined the guidelines
for consistent behaviour and actions within the company by all employees. These guidelines ensure
that whenever events occur, they are handled in the same way.
 They Help with Adherence to Laws and Regulations-Policies and procedures must comply with
state laws eg Labour Act, Safety laws
 They make the work simple. People at various levels follow procedures and perform their work
without disturbing top managers. Top managers can, thus, concentrate on important activities
 Importance of Policies &
Procedures

 They increase organisational efficiency by providing a standard way of performing the task.
 They facilitate delegation as there is a defined way of doing the work. Delegation relieves top
managers of routine work and develops the ability and skills of lower-level managers.
 Facilitates quick decision-making and control. They define exact sequence of work and time taken to
accomplish each sequence.
 Policies in an organisation

1. Code of Ethics Policy 12. Employment Code of Conduct Policy

2. Recruitment and Selection Policy 13. Business Travel Policy
3. Industrial Action Policy 14. Political Elections Policy
4. Appointments and Transfers Policy 15. Vehicle Scheme Policy
5. Superior Performance Policy 16. Housing Scheme Policy
6. Educational Assistance Policy 17. Wellness Policy
7. Medical Aid Policy
18. Leave Policy
8. Funeral Assurance Policy
9. Medical Separation and Boarding Policy
10. Retirement Policy
11. Events Policy
 Example of Recruitment &
Selection Policy and Procedure
Recruitment and Selection Policy & Procedure
 a statement of principles, outlining how your organisation should conduct its recruitment
and selection process.
 results in the appointment of the best candidate, based solely on merit and best-fit with
your organisational values, philosophy, and goals.
Importance of a Recruitment and Selection Policy and Procedure
 ensure that a transparent and unbiased recruitment and selection process is followed
 Job descriptions meet business requirements;
 Candidates are assessed against consistent selection criteria at every stage;
 The recruitment process is lawful;
 The candidate can be confident it is a genuine job offer; and
 Example of Recruitment &
Selection Policy and Procedure
Recruitment and Selection Procedure
LABOUR REQUEST External RECEIVING
LABOUR SHORTLISTING
VACANCY APPROVED Recruitment APPLICATIONS
REQUEST • Check
RAISED compliance with
Labour Budget Internal SELECTION
Recruitment • Psychometric
Tests/Interviews
Internal
Appointment Status Performance
Letter Change Appraisal EMPLOYEE
PLACEMENT Medical
JOB OFFER
• Registration of the Examinations
new employee
 Disciplinary Hearing Procedure

– Discipline is action or inaction that is regulated to be in accordance with a system of

governance.
– Acceptable code of conduct is define in the Employment code of conduct which complies to the
provisions of the Labour Act
– The Employment code of conduct lays out the offences, the verdicts, roles of parties in a
disciplinary hearing and sometimes the disciplinary hearing procedure.
– Disciplinary Hearing procedure defines the steps to be taken when an employee breaches the
employment code of conduct.
– Disciplinary Hearing Procedure ensure compliance with the laws, maintain consistency,
fairness and justice.
Disciplinary hearing procedure
 Disciplinary Procedure

NOTIFICATION OF
DISCIPLINARY NO OFFENCE
OFFENCE
OFFENCE RAISED INVESTIGATION • Case
• Employee
• Within 72 OF THE OFFENCE dismissed
commits an
offence in terms Hours of • Dismissible
committing the cases OFFENCE DISCIPLINARY HEARING DISCIPLINARY HEARING
of Mimosa Code
offence FOUND NOTIFICATION HELD
of Conduct

APPEAL PENALTY GIVEN

• Within 5 • Counselling
Appeal to the working days • Verbal Warning
Labour Court
Penalty • First Recorded Warning
(only on
Given • Severe Warning
question of
• Final Warning
law)
NO APPEAL • Dismissal
Policies and Procedures

THE END