Profile of Training Lead

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 13 years of working experiences in training and education.

 10 years in consulting.  8 years in writing.  Advisor at six companies.  Reviewer Panel at three international journals.  Have consulted 30+ companies.  Have written 300+ manuscripts, articles and

pieces in IT space.

1st Session: Understanding Policy

Importance of Policy

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 Dictate a company’s standards and establish its image to the public

 Outline on how organization conduct their activities

 Define organization code of conduct  Give direction to survive and excel  Describe organization rules and

regulations

Objectives of Policy

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 Provide guidelines to employees and management

 Direct behaviors and solve ethical questions  Is a key to employee compliance  Outline acceptable behaviors and actions

(while procedures describe and define process flows)

 Policy handbook outlines necessary steps if an employee breaks the rules

Few Factors to Consider

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  Craft aligned with organization's goals   Help employees to aid organization’s overall mission   Use simple, direct language to adequately convey the

company's policies   Structure policies to legally protect organization

interests   Write only policies that conform to local teaching

practices   Policies for major business processes are inevitable   Do not write one set of policies for one department and

another for a different department

Few Factors to Consider (cont’d)

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 Establish supervision and enforcement of these company policies

 Write company policies that put in place a clearly defined chain of command

 Name each authority holder and the extent of his or her authority

 Explain clearly how this authority is to work and how each employee is to avail himself or herself of it should the need arise

Policy Specifications

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 Organizational vs Functional/Entity Policy  Acquire standardized policy template   Include employee behavior, but not limited to:

 Dress codes  Attendance  Leave  Working hours  Holiday allowances

 To-the-point sentence structure

Policy Specifications (cont’d)

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Include statements that show our commitment to applicable local, national and international laws:   New hire   Equal employment opportunity   Exempt and non-exempt employees   Compensation package   Social Security   Insurance   Tax   …

Policy Specifications (cont’d)

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  Discuss mandated benefits such as social security; worker's compensation; unemployment; leave; training and development

  Outline company policies, such as time-keeping, pay schedule, confidential information, use of mail, phone and e-mail privileges, probation period, performance reviews, and standards of conduct

  Offer information on benefits, such as holidays, vacation, retirement plans, insurance, leaves of absence

  Instead of telling employees what they can't do, emphasize what they're expected to do

Common Structure of a Policy

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  Title: Name it in a meaningful way. Remember our organization will have many policies. Each title needs to clearly define to reader what the policy addresses.

Example: Customer Complaints - Documenting   Effective Date: Usually the month and year the policy takes

effect is sufficient. If it's critical, also enter the day. Example: April 2013   Last Updated: Only applies if this is an update to an existing

policy Example: July 2013   Policy Scope: A generic statement including to whom the

policy applies. Example: This policy applies to all employees with

customer contact.

Common Structure of a Policy (cont’d)

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  Reason for Policy: Self-explanatory, isn’t it? Example: This policy is required in order to standardize

documentation of customer complaints and to ensure proper resolution.

  Policy Content: Give specifics of the policy. This includes what needs to be done, not how to accomplish it.

Example: Each customer complaint, whether verbal or written, shall be brought to the attention of Customer Care Department.

  Procedure: Give specific instructions on how the policy is to be carried out or accomplished.

Common Structure of a Policy (cont’d)

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  Appendixes Attach or link any forms to which Policy and Procedure

refer to.   Written By: Individual responsible for writing Policy and

Procedure.   Approved By: Name of Stakeholders   Policy Owner: Individual responsible for content of

Policy and Procedure.   Policy Contact: Include name, telephone number, and

email address of department that is the primary contact for questions and assistance.

How to Craft and Roll Them Out

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 Assess past or present policies  Gather latest data, new, or revise policies

to be formulated and distributed  Consult with Legal and Audit

departments as necessary  Finalize and publish the policy  Communicate to department, functions

or entities

How to Craft and Roll Them Out (cont’d)

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 Then implementing them  If training is required, just DO IT  Monitor and evaluate the implementation

are mandatory  Make changes as necessary  Always keep our eyes on the external

environment

Best Practice for Approval Process

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 CEO work with HR execs to craft policies and procedures (organizational policies) OR

 HR execs work with functional directors/managers to craft policies and procedures (functional policies)

 Upon approval then:   Combine together within procedure into

organization policy manuals (HR)   Sign-off (CEO, HR, Functional)   Monitor, evaluate, review and update regularly (HR)   Keep signed copies of employees' review and

acceptance (HR)

Accommodating Change Request

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 Functional allowed for request for changes

 Accept or Reject (HR and CEO approval)  If yes then revise it (HR)  Circulate to Functional and or all

employees (HR)  Attain and keep the sign-off (HR)

2nd Session: Workshop

Delivery: Forum Group Discussion and Group Presentation

Identifying Critical Path

Based on activities gone through within existing policies and procedures

Recommended Action

Update or Keep it that way?

Existing vs Future

Improving or Enhancing Them?

Reviewing Existing Policies

Selecting a Number of Existing Policies with Highest Priority

Defining Ideal Process

Aligning with Organizational Goals and Objectives

Developing Action Plans

Coordinating with All Participants

Setting the Timeline

Proposing the Schedule and Reaching the Agreement

Final Presentation

Having One or Two Participants Conducting

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