Highlights
- Workplace policies and procedures keep everyone on the same page, set expectations and responsibilities, and ensure employees are treated fairly and with respect.
- Policies cover various aspects of employment, such as safety, time and attendance, discrimination, and anti-harassment.
- With a suite of HR management services, Quality Business Solutions helps small business owners navigate HR procedures and create fully compliant policies. Contact us to learn more!
Even if you have a small business, workplace policies and procedures cannot be overlooked. It’s not just about compliance — although that’s a solid reason, too. Clear, well-defined guidelines help maintain a positive work environment, with fair and consistent rules for everyone involved.
Read on to learn which HR policies your small business needs to focus on to make informed decisions, reduce the risk of legal disputes, and protect your company and your employees.
Let’s get started!
Key HR Policies and Procedures for Your Small Business
Code of Conduct
The code of conduct synthesizes the behavior and ethical standards your company expects from employees. Its main goal is setting the tone for a positive, respectful, and professional work environment.
Think of it as a reflection of your business’s core values. However, make sure it also covers topics such as potential conflicts of interest, protecting sensitive information, and how to use company resources.
Recruitment and Hiring Policies
Attracting and selecting the best talent is always a priority for HR teams. A carefully defined recruitment and hiring policy makes this process consistent, fair, and legally compliant.
The hiring policy should emphasize your company’s commitment to equal employment opportunities and outline the procedures for ensuring non-discriminatory practices throughout the hiring process. Additionally, it should define the steps for reviewing applications, conducting pre-employment tests or assessments, and the interview process.
Finally, it should provide details on the onboarding and training process, from completing all the necessary paperwork to any background check requirements and job-specific training.
Internet and Email Usage Policy
What types of internet and email use are allowed or prohibited during work hours? What security measures must employees take to protect sensitive company information? Is your company monitoring online activity? These are just a few of the questions that you might want to address on this policy.
With a clear internet and email usage policy, your small business can protect sensitive data, mitigate legal risks, and keep a productive and safe workplace.
Overtime and Compensation Policies
An overtime and compensation policy should clearly define:
- Who’s eligible for overtime pay — and the process to calculate it.
- Pay periods — weekly, bi-weekly, monthly, etc.
- Timekeeping procedures — whether you’re using timeclocks, timesheets, etc.
Overtime and compensation policies promote transparency and ensure that all of your employees are paid fairly, protecting their legal rights. They are also crucial to keep your business compliant with the FLSA and other employment laws, avoiding potential legal issues and penalties.
Health and Safety Policies
As an employer, keeping a safe workplace should be a top priority. A well-rounded health and safety policy is the first step to preventing accidents, injuries, and illnesses. It should also provide clear guidance on how to respond in case of an emergency and establish procedures for reporting accidents.
When crafting your policy, ensure compliance with the Occupational Safety and Health Act (OSHA) requirements and standards for workplace safety. Address specific concerns relevant to your industry, whether those are instructions for operating machinery, use of safety equipment, storage, handling of hazardous materials, and more.
Remember, your policy shouldn’t end up on a computer file: Always provide ongoing training and monitor adherence to safety protocols.
Discipline and Termination Policies
This policy should detail your company’s progressive disciplinary process, starting with verbal or written warnings and escalating to more serious consequences, such as suspension or (if the situation does not improve) termination.
Make sure to keep detailed records of all disciplinary actions, including warnings, suspensions, and performance evaluations. This ensures fairness and transparency while protecting your business from potential legal issues.
When termination becomes necessary, handle it with care to minimize legal risks and maintain a professional environment. Outline the termination steps in your policy (including an exit interview!).
Remote Work and Flexible Work Arrangements
Remote work and flexible work arrangements are some of the most valued employee benefits a small business can offer. However, it’s important to set clear guidelines on how your business wants to implement them. This should include:
- Eligibility criteria — These arrangements might be subject to specific job roles, tenure, and the nature of the work being performed
- Communication and collaboration guidelines — Establish regular check-ins for remote workers and promote the use of collaboration tools for efficient teamwork
- Cybersecurity and data protection — Implement cybersecurity measures (from multi-factor authentication to VPNs) and provide regular safety training to remote employees.
Non-Discrimination and Anti-Harassment Policies
Building an inclusive and respectful workplace starts with these policies:
- Non-discrimination policy. In alignment with federal and state Equal Employment Opportunity (EEO) laws, you must prohibit any form of discrimination based on protected characteristics such as race, color, religion, sex, national origin, age, disability, or genetic information.
- Anti-harassment policy. Clearly define and prohibit all forms of harassment, including verbal, physical, and visual conduct that creates an intimidating, offensive, or hostile work environment. Explicitly state that your company has zero tolerance for harassment of any kind, whether it comes from supervisors, co-workers, or non-employees such as vendors or customers.
These policies should specify the procedure and channels available for employees to report any incidents of discrimination or harassment, allowing them to do it confidentially and without fear of retaliation. You should also outline the steps of the investigation process and the disciplinary actions that could follow.
Time and Attendance Policies
Small businesses should have a crystal-clear policy on timekeeping practices, including guidelines for clocking in and out, recording breaks, managing shifts, and reporting overtime hours. This policy helps your business stay compliant with labor laws, and ensures accurate payroll processing, preventing legal disputes.
Attendance policies, on the other hand, should set out expectations around attendance and leave. Define the types of leave available to employees, such as vacation days, sick leave, personal days, and holidays, as well as protected Family and Medical Leave Act (FMLA) leave. What’s the procedure for requesting and approving time off? Are there any eligibility requirements? What about accrual rates and carry-over rules? Make sure your policy covers all common questions about Paid Time Off (PTO).
Set the Stage for Sucess with Effective Workplace Policies
Far from being just a compliance requirement, workplace policies and procedures keep everyone on the same page and help you cultivate a positive work environment. They provide a framework for addressing issues promptly, ensuring your employees are treated fairly and with respect.
However, creating these policies is a time-consuming task that requires sifting through tons of relevant laws and regulations. Don’t have the time or the expertise to develop effective workplace policies and procedures? We can help!
At Quality Business Solutions, we provide comprehensive HR services for small and mid-sized businesses. Our HR management experts can help you implement employee handbooks, revise existing policies, and implement new procedures, supporting you at every step of the way.
Let’s work together to build a compliant and positive workplace! Contact us today to schedule a consultation.
