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Everyone realises that you are meant to have some kind of ‘HR’ function, but when you are busy growing an sme, all the focus is on just that, so stepping back to write policies and procedures tends to get pushed to the bottom of the list.

Then you have a little freak out moment and realise your HR framework could make or break you. The information age gives everyone knowledge at their fingertips and if you haven’t thought about it, you can be sure your employees will be quick to point out their rights if anything goes awry.  In the early days this could be even more crucial as any hiccup in those early hiring stages could be enough to cause a financial hit you simply can’t take.

Luckily for you, we’re here to tell you which ones you need and which ones are considered best practice.

Writing policies and procedures can be a minefield in this day and age so where do you start? 

Legal requirements

Surprisingly there are only 3 policies you should provide that are required by law. They are:

  • Disciplinary and Dismissal Policy
  • Grievance Policy
  • Health and Safety Policy (needed by law if you employ over 5 employees)

Best practice

There are also a number of other policies that you should provide because they have legal minimum requirements – these are…..

Pay Legally you must pay your employees at least the National Minimum wage and ensure Equal Pay; you must also provide an itemised pay statement and not make any unauthorised deductions from employees pay
Equal Opportunities Legally you must not discriminate against staff or allow harassment and bullying and you must make reasonable adjustments for staff in the work-place if they are disabled
Working Hours and Overtime including rest-breaks and holidays Legally you must comply with Working Time Regulations provisions for employees and workers
Sickness policy and unauthorised/authorised absence  Legally you must make statutory sick pay payments to employees and allow them time off for dependant emergencies, Jury Service etc.
Maternity, Adoption, Paternity Leave, Parental Leave and Shared Parental leave You must make statutory maternity / adoption / paternity payments to employees and give the appropriate leave
Flexible Working You must consider all employees flexible working requests

Finally you may wish to consider additional policies to ensure consistency within your business, for example:

  • personal e-mail / internet usage
  • alcohol/drugs in the workplace
  • dress codes
  • data protection
  • Expenses
  • Smoking rules

There are no legal guidelines for these policies and they can be designed around the needs of your business (e.g, no smoking – including vaping – other than during lunch hour).  

You should only put policies in pace that are going to be used.  Having a policy just for the sake of it is pointless! Focus, keep it simple and write policies which are meaningful to your business. Then stand by them.

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