HR Policy and Procedure Manual Template – A Comprehensive Analysis

Create your HR (Human Resources) Policies and Procedures Manual

A human resources (HR) manual, policy manual, employee handbook, desk manual or whatever you want to call it, is a document or digital portal that outlines almost everything for your workforce.

These HR ‘tools’ are the secret to improving the performance of your business and team autonomy almost overnight. They make a significant difference. Your whole team need access to these tools to promote consistency, as well as to ensure everyone is aware of your rules, obligations and entitlements.

Procedure Manual Template + 44 Free Templates

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Procedure Manual Template + 44 Free Templates

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PROCEDURE MANUAL TEMPLATE

OUR BUSINESS

Introduction

This Policy and Procedure Manual outlines all the ‘Rules and Guidelines’ of our business. As an employee, you are required to follow these rules and guidelines. You should read this document in its entirety and follow these guidelines in your daily work.

Mission Statement

[Choose from one of the examples below.]

Our Mission Statement
“At [Company], we strive to be the most honest and
ethical trade partner of choice. To provide superior service to our customers and foster a work environment that encourages new ideas, new innovations and growth.”

Our Mission Statement
“At [Company], our mission is to be the best at
identifying, qualifying and delivering solutions and services that
enhance our customers bottom line.

Our Mission Statement
“At [Company], we strive to combine aggressive strategic marketing
with quality products and services at competitive prices
to provide the best value for our customers.

Company Vision

The [Company] Vision is to be a leader in [name].

  • “great people doing great things”
  • “protecting and promoting the environment and healthy lifestyles”
  • “Business sustainability is core to what we do”

If we don’t have Clients – we don’t have a business or a job.

Client Fulfilment

Client fulfilment is our goal for each and every customer or client.

  • How do we best serve our customers or clients?
  • How do we manage expectations and keep our customers or clients happy?
  • How can we ensure that at the end of each project, we have inspired “raving fans” eager to spread the word about our exceptional skills, talents and remarkable customer service?

These are our aims to survive in a competitive commercial environment.

We aim to deliver specify to our clients and customers efficiently, honestly and to an international high standard – to the best of our abilities.

At [Company] we have adopted a set of core values that guide our behaviour which underpins our business and sets the foundation for who we are, how we operate and how we treat others.

These values are important to us and we value them particularly when times get tough. They keep us focused on what is important as we continue to grow. Refer to our values below.

How to Use this Manual

This document allows you to easily locate the relevant information required while working with [Company].

These commands apply to WORD only.

  • Use CTRL + F to find a topic within this document.
  • Links are shown throughout this document that allow direct opening of related documents or programs.
  • Use CTRL + click to follow the links.
  • CTRL + click can also be used on the Table of Contents pages numbers to jump straight to the relevant page.

OUR VALUES

Our employees are the most valued assets of our company, and are essential participants with a responsibility of fulfilling the same mission. We recognize that the motivation and performance of our employees are the key factors in achieving success.

We strive to provide a network to allow our team to articulate their skills and market themselves effectively. Our goals are accomplished by a commitment from every employee. The following values are what we aim to achieve every day.

Integrity

  • We act responsibly with honesty and we are trustworthy
  • We do what we say we are going to do
  • We operate with transparency and build relationships through team work, hard work and effective and regular communication

Respect

  • We treat each other with respect
  • We offer constructive solutions when we complain. If we have a complaint – we also offer a solution.

Client Service

  • We understand that our clients and customers pay our wages and our bills and provide the opportunity for us to operate our business.
  • We provide awesome service to our clients.
  • We strive to provide a high level of accuracy in our output to reduce liabilities and ensure the end result is of international standard.
  • This is a commitment as a team and our only way of doing business. We understand that this commitment gives our business the best chance of continued growth and prosperity.
  • We give customers a good, fair deal. Great customer relationships take time. We do not try to maximize short term profits at the expense of building those enduring relationships.
  • We always look for ways to make it easier for customers to do business with us.
  • We respond to customers in an urgent manner to show them that we are working as hard as possible to complete their requests.
  • We communicate daily with our customers. If they are talking to us then they are less likely to be talking to our competition.
  • We don’t forget to say thank you.
  • We put our clients first.

Teamwork

  • We aim to have fun at work and enjoy what we do.
  • We participate and enjoy working together as a team to achieve a common goal.
  • We choose to over-communicate rather than under communicate.
  • We ask good questions of ourselves and others to get good answers.
  • We are sensitive to each other’s goals and interests, and we strive to ensure our mutual success.
  • We perform our tasks in an accurate, fast and efficient manner and get our jobs completed to the best of our abilities utilizing the Procedure Manual and checklists to achieve this.
  • We strive to pursue the best cost effective innovative solution to each and every project we complete and create seamless integration with other consultants to ensure excellent project results.

Actions

  • We are proactive not reactive.

Innovation and Progress

  • We strive to learn something new every day.
  • We are not afraid to make mistakes and stretch our own limits.
  • We change – we see change for the growth opportunity it brings.
  • We are innovative and risk-taking to drive our business growth.
  • Ideas are encouraged.
  • We act in a boundary less fashion, always searching and applying the best ideas regardless of their source.
  • We are passionate about innovation and passing this on to our customers and partners.

Individual Goals

  • We make a commitment to our work and to ourselves.
  • We take responsibility for our results and our own future.
  • We take responsibility to complete our role accurately in accordance with checklists and the procedure manual.
  • We know our rewards and successes in the future are directly linked to the actions and commitments we make today.
  • We work hard and get rewarded after putting effort in and not the other way around.

WELCOME TO OUR BUSINESS

Dear Employee,

Welcome to [Company!]

We are excited to have you as part of our team. You were hired because you ‘stood out from the crowd’ and we believe you can contribute to the achievement of the goals of this company while also progressing in your career.

[Company] is committed to distinctive quality and unequalled customer service in all aspects of our business. As part of the team, you will discover that you will be challenged to pursue excellence which will become a truly rewarding aspect of your career. As a team member, you must “own” the results of your productivity.

This employee handbook contains the key policies, goals, benefits, and expectations of [Company]; and other information you will need as part of our team.

The success of [Company] is determined by our success in operating as a team and your ability to be part of this team. We have to earn the trust and respect of our customers every day in order that the customer make the decision to choose our services. We sell service and service is provided by people.

Our success is guaranteed by creative, productive employees who are empowered to make suggestions while thinking “outside the box.” Your job and every job in [Company] is essential to fulfilling our mission to “provide distinctive quality and unequalled customer service” every day to more people who “trust and respect” us.

The primary goal at [Company], and yours, is to live our mission statement and continue to be an industry leader. We achieve this through dedicated hard work and commitment from every employee. It is the desire of [Company’s] management to have every employee succeed in their career, and assist in achieving our goals.

You should use this Procedures Manual as a reference as you pursue your career with [Company].

Additionally, the manual should assure good management and fair treatment of all employees. At [Company], we strive to recognize the contributions of all employees.
Welcome aboard. We look forward to working with you.

Sincerely,

[Your Name]
[Owner]
[Director]
[Operator]
[Managing Director]

History of this Company

[Company] started in [specify].

Communication is the key to the success of this business. Owners and Managers believe that keeping the communication channels open throughout the whole business assists everyone to perform their job accurately and efficiently.

Our clients and team of employees, suppliers and management are the cornerstone of our business success. Our business is about people and relationships. We aim to uphold our mission statement for every assignment.

Environment and Company Details

Address, Telephone and other Details

Company is located at:

[Address]

The mailing address is:

[Address]

The post box address is:

[Address]

The telephone number is:

T: [specify]

The facsimile number is:

F: [specify]

The company email address is:

E: [mail @ CompanyName.com]

The company website address is:

W: [www.Company.com]

Your personal email is:

[firstNamelastName @ company.com]

Structure and Team Members

Who am I working with?

Name and Position

  • [Name] Director
  • [Name] Associate Director
  • [Name] Senior Associate
  • [Name] Associate
  • [Name] Owner
  • [Name] Operator
  • [Name] Administrator
  • [Name] Accountant
  • [Name] Administration Assistant

Your Role and Expectations

What is my role and how does it contribute towards the goals of [Company]?

Provide high level practice and procedures to ensure continuous improvement and accountability in the delivery of quality services to [Company’s] Clients.

Effectively plan, lead and manage projects from beginning through to completion in accordance with [Company’s] agreement.

Undertake work collaboratively in a way that shares knowledge and expertise and builds the capability of team members in the workplace.

Effectively develop and implement procedures, methods and processes for use

Ensure a strong focus on maintaining a high standards of results continuous improvement.

Reporting Relationships

All team members report to Workplace manager:

  • regarding human resource issues such as leave requests, and for issues regarding any team members conflict.
  • for general supervision regarding work related progress and issues.

Conditions and Entitlements

  • Conditions and entitlements of your appointment are available to you.
  • Please ask your Workplace Manager if you have not yet received this information.

PROTOCOLS FOR COMMUNICATION

The following methods are used to communicate throughout our organization.

Notice Board

The Notice Board allows team members to share information. [Specify Location]

Intranet

The Company Intranet allows team members to share information. [Specify URL]

Meetings Meetings

(Includes times, agendas and minutes). Locations Vary

Calendar Electronic

Calendar – Day to day location of team members. [Specify URL]

Email

All team members have access to email. [Specify Email]

Web Based Apps

The company uses the following Project Management and Office Management Apps. [Specify URL]

Microsoft Teams

All team members have access to MS Teams. [Specify URL]

Zoom

All team members have access to Zoom. [Specify URL]

Monday.com

All team members have access to Monday. [Specify URL]

ClickUp.com

All team members have access to ClickUp. [Specify URL]

LEAVE

Sick Leave

If you are going to be away sick, please let the Workplace Manager know directly.

  • Sick Leave forms are available at Specify Location and are to be filled out on the first day back to work and forwarded to the Workplace Manager to sign.
  • A medical certificate is required for more than 2 days sick leave.
  • A medical certificate is required for days either side of a weekend. For example, if you are sick on Friday, you will need to bring a medical certificate to work on Monday.

Holiday Leave

Employees must request holiday leave at least in advance by submitting a formal request to their supervisor or designated authority.

  • Supervisors will review requests based on operational needs.
  • Approval is subject to discretion and may be denied if it conflicts with business operations or staffing requirements.
  • Employees will be promptly notified of approval or denial. Approved leave will be recorded by HR.

Upon return, employees must resume duties as scheduled. Any changes to return dates must be communicated promptly. Contact HR for any questions.

Bereavement Leave

Employees may request bereavement leave by informing their supervisor or designated authority as soon as possible after the loss.

  • Supervisors will consider operational needs when reviewing requests. Approval is typically granted, but may be subject to scheduling constraints.
  • Employees will be promptly notified of approval or denial. Approved leave will be recorded by HR.
  • Upon return, employees must resume duties as scheduled. Any changes to return dates must be communicated promptly.

Contact HR for any questions.

Time in lieu

[Company] offers compensatory time off to employees who are needed to work beyond their regular hours.

Approval for accruing compensatory time off must be obtained in advance, except in exceptional circumstances, wherein management may consider granting approval retroactively after the hours have been worked.

TIMESHEETS

Timesheets must be filled out on a daily basis.

At the end of each day, all team members are required to enter in their hours for the day in the relevant timesheet.

Every Friday you need to check your timesheet for the week, save any changes, and submit it for approval.

You may wish to keep a personal copy of your timesheets and any attached leave forms.
Workplace Managers will file all signed team members timesheets and leave documents centrally on team members personnel files.

PROFESSIONALISM

The ‘Company Service’

[Company] prides itself on providing quality service to it’s customers.

  • Excellent service is the purpose of the company and all team members are requested to contribute and maintain a high standard of service.
  • Simple examples of excellent service are;
  • Responding to Clients and suppliers as quickly as possible;
  • Returning phone calls;
  • Going the extra mile whether the customer is paying or not;
  • Spending as much time as necessary with each customer;
  • Have a passion for what you do;
  • Never expect anyone to trust you unless you have earned it first;
  • Treat people the way you would wish to be treated yourself;
  • Enjoy what you do.

Dress Code

As an employee of [Company], we expect you to present a clean appearance when you represent the company, whether that is in, or outside of the business.

Management, and those employees who come in contact with our clients are expected to dress in accepted [specify].

It is just as essential that you act in a professional manner and extend the highest courtesy to co-workers, visitors, customers, vendors and clients. A cheerful and positive attitude is essential to our commitment to extraordinary customer service and impeccable quality.

WORKPLACE PROCEDURES

Security

If you are the last to leave, please ensure these items are turned off before you leave:

  • Printers
  • Computers
  • Machinery
  • Workplace lights
  • Air conditioners.
  • Ensure ALL doors are locked.

WORKPLACE SUPPLIES AND SUPPLIERS

Obtaining stationery and other supplies

A range of stationery is kept in the workplace. If stocks are low or you require a particular stationery item that is not readily available, you should advise the Workplace Manager and he/she will arrange for an order to be placed.

If the item is not urgent you can go into the Stationary and Couriers folder in the Workplace Drive and add the item to the Stationary request word document.

Couriers

Whenever you book a courier, it needs to be recorded in the excel document titled Couriers located in the Workplace Supplies and Couriers folder in the Workplace drive.

The information needed for documentation is the date of the courier, the reference number (given to you by the courier over the phone when you place your booking), the project name and number that the courier is for, where and who it is going to and the cost (given to you over the phone when you make the booking).

Petty cash

If, while undertaking your official duties, you purchase any items costing less than $50, you may be able to obtain reimbursement for such expenses through Petty Cash.

To obtain reimbursement please take your receipts to Workplace Manager.

He/she will then complete a Petty Cash Claim Form which may require further details from you. You must provide your Workplace Manager with receipts for any claims you wish to make on Petty Cash.

GETTING AROUND

Travel

If, during the course of your work duties you need to travel intra or interstate, you will need to obtain approval for such travel prior to commencing any arrangements. Email detailing travel needs is to be sent to an Workplace Manager to be approved by an Workplace Manager.

  • Flights
  • Accommodation
  • Car Hire
  • Taxi Vouchers
  • Meals
  • Reimbursements

Please ensure that you give your Workplace Manager as much information as possible at the earliest possible time before the pending trip to allow sufficient time for arrangements to be confirmed and altered if required.

Taxis and Ubers

If you are unable to access a vehicle, you can use a taxi or uber to travel to and from official appointments when appropriate. Team members must make every attempt to use their own transport before using taxis or ubers.

You can also claim reimbursement from Petty Cash for taxi or uber expenses if:

  • You have paid for the taxi or uber yourself
  • The travel was to and/or from an official appointment
  • You can supply a receipt and details of the reason for the travel.

Mileage

To claim mileage you must fill out the Mileage Claim form. A Mileage form is available at [specify].

Toll Roads

If you use toll roads in your personal vehicle you are entitled to claim the toll amount. Add this to your reimbursement claims.

HEALTH AND SAFETY

What are the safe working practices that I need to be following?

[Company] will provide a healthy and safe workplace for all employees and visitors.

Safety is a joint venture at [Company]. [Company] provides a clean, hazard free, healthy, safe environment in which to work in accordance with the Occupational Safety and Health Act.

As an employee, you are expected to take an active part in maintaining this environment. You should observe all posted safety rules, adhere to all safety instructions provided by your supervisor and use safety equipment where required. Your work place should be kept neat, clean and orderly.

It is your responsibility to learn the location of all safety and emergency equipment, as well as the appropriate safety contact phone numbers.

All safety equipment will be provided by [Company], and employees will be responsible for the reasonable upkeep of this equipment. Any problems with or defects in, equipment should be reported immediately to management.

As an employee, you have a duty to comply with the safety rules of [Company], assist in maintaining the hazard free environment, to report any accidents or injuries – including any breaches of safety – and to report any unsafe equipment, working condition, process or procedure, at once to a supervisor.

All work related accidents are covered by Worker’s Compensation Insurance pursuant to the laws of the state in which we operate.

Emergency Procedures

This section covers the action to be taken in calling for assistance for various emergencies. Those attending to patients should use discretion in assessing the seriousness of the injury so that appropriate action can be taken.

Accidents

Accidents involving personal injury or the possibility MUST be reported immediately to your Workplace manager and Director.

If medical costs or lost time is involved, team members are responsible for completing their Workers’ Compensation Report Forms which are available from a Director.

Reporting accidents serves a twofold purpose:

1. It acts as a record should insurance claims be necessary;

2. It brings to the notice of the Directors that an accident has occurred and can possibly result in minimising or eliminating the chance of a similar accident taking place.

Personal Accident – Minor

First aid kit is located in next to the filing cabinet in the centre of the Workplace. 

If the accident is considered too serious to be dealt with by first aid, professional medical advice must be sought immediately.

It may also be considered necessary to contact the Ambulance.

Render help and reassurance to the patient while awaiting Ambulance assistance.

If considered appropriate, transport the patient to the Ambulance Centre or Hospital, otherwise contact the Ambulance and render help and reassurance to the patient while awaiting Ambulance assistance.

Personal Accident – Serious

Emergency Phone Numbers

Ambulance: 911

During Normal Hours

Telephone the Ambulance, render help and reassurance to patient until its arrival.

Health and safety representative

Who is our first aid health and safety representative?

Workplace Health and Safety Representative: [specify]

Evacuation procedure/exits.

Ensure you have studied them and know what to do in an emergency.

Meeting point

The workplace meeting point is [specify].

WORKPLACE EQUIPMENT

Workplace Equipment – General

You will be provided with the correct equipment to perform your role. Equipment is replaced on a regular basis to keep the company at the forefront of technology.

Should you have any suggestions with regards to equipment and improvements to be made, do not hesitate to raise these issues.

No equipment is to be removed from the premises without the approval of your manager.

No equipment is to be serviced or dismantled. Should the equipment break down contact your manager and the correct service personnel will be contacted.

PERSONAL USE AND RESTRICTIONS

Company equipment must not be used for personal use. This includes but is not limited to;

  • Computers
  • Vehicles
  • Telephones
  • Machinery
  • Printers
  • Facsimiles
  • Stationary
  • Tools

It is important that the telephone lines remain open at all times. Using telephones for personal use is prohibited.

Should you wish to use any equipment or facilities for personal use, you must ask your manager and they will review the situation.

International long distance telephone calls are also prohibited within the Company unless they are work related.

KITCHEN AND BATHROOM FACILITIES

Kitchen

There are kitchen facilities available to all team members. The following equipment is available for use.

  • Fridge
  • Microwave
  • Oven
  • Toaster
  • Kettle
  • Hot Water System.

It is important that the kitchen be kept tidy and clean at all times. If you use the equipment in the kitchen, you are required to clean it immediately after you have used it. There are no exceptions when it comes to keeping the food facilities clean.

Do not leave unused food in the fridge. This is a health hazard and will not be tolerated.

Bathrooms

Bathrooms are to be kept clean at all times. Keeping the work bathroom clean is not just a responsibility but a courtesy we owe to our colleagues and ourselves.

Leaving the bathroom tidy ensures that everyone can use it comfortably and hygienically. Make sure that you:

  • wipe down sinks after use
  • disposing of paper towels properly
  • ensuring toilet seats are clean after use

These are small actions that collectively make a big difference.

It’s about respecting shared spaces and fostering a positive work environment. Please ensure you respect others by keeping the bathrooms clean after use.

Rubbish Bins

As part of our procedures, each desk is equipped with a waste bin conveniently located underneath. It’s important to use these bins responsibly, disposing of any paper waste, wrappers, or other small items promptly.

Regular emptying of these bins helps prevent clutter and ensures a clean and organized environment for efficient work. Remember to follow proper waste disposal guidelines to contribute to our commitment to sustainability and cleanliness in the workplace.

COMMUNICATION EQUIPMENT

To learn how to use the communication equipment, you will require a short training session. If you have not had this session, then please see your manager.

Telephones

Personal phone call in are to be avoided unless it is an emergency. Occasionally it may be required that the phone is diverted. To divert the phone follow this procedure.

Diverting the Phone

To divert the phone select a line and press [Specify Process]

Facsimile

A Facsimile is available for use should it be required.

Mail

Mail will be distributed daily by administrative personnel. You will be provided with an ‘In’ and ‘Out’ Tray for correspondence purposes.

It is important that these trays are used. Administration personnel will file documents in your ‘Out’ tray on a regular basis.

PERFORMANCE REVIEWS

Feedback, Growth and Development

Performance reviews are a crucial component of our organization’s procedures, providing valuable opportunities for feedback, growth, and development.

Performance reviews are conducted regularly, and allow managers and employees to discuss achievements, areas for improvement, and career goals in a constructive and transparent manner.

INTELLECTUAL PROPERTY

Restrictions

Intellectual property (IP) is a valuable asset that includes creations of the mind, such as inventions, designs, and creative works. Protecting IP is essential to safeguarding our company’s innovations, brand identity, and competitive advantage.

  • Employees are required to respect and uphold the confidentiality and proprietary nature of company IP.
  • Access to sensitive IP should be limited to authorized personnel only, with appropriate security measures in place.
  • Regular training on IP rights, data protection, and security protocols is provided to ensure awareness and compliance among staff.
  • Any suspected breaches or unauthorized use of company IP should be reported immediately to management for investigation and resolution.

PROCEDURES

PROCEDURE MANUAL INTRODUCTION

This Procedure Manual outlines specific tasks and step by step process you are required to do to get your job done.

As this is quite detailed, you are required to have a copy of this document with you while working.

Should you have any queries regarding your tasks, please refer to this document first and then should you still have further queries, please refer to your Supervisor.

PROCEDURE – Meeting Room Preparation

Task: Prepare the meeting room for use. This task is required to prepare the meeting room for use for any meeting.
Steps to be Completed Completed

Step 1:
Ensure that all tables are clean. Wipe down the boardroom table.

Step 2:
Check the floor to make sure the carpet is clean. If it requires a quick vacuum, there is a vacuum cleaner located in the storeroom.

Step 3:
Make sure a jug of cold water and glasses are positioned in the middle of the table 10 minutes before the meeting starts.

Step 4:
Ensure there are mints on the table.

Step 5:
Once the meeting is complete, clear the empty glasses and water jugs and make sure the meeting room is ready for the next meeting.

Things to Remember:
You may need to organise the meeting room well before a meeting starts.
Ensure that people advise you well before the meeting so you have enough time to prepare it for the meeting.

PROCEDURE – Answering The Phone

Task: Answer the phone – how to do this correctly.
Steps to be Completed Completed

Step 1:
Answer the phone before it has rung 3 times if possible. Do not let it keep ringing.

Step 2:
Answer the phone like so:
Good Morning/Afternoon.

Thank you for calling Company.

This is (State Your Name) How may I help you?

Step 3:
Be courteous at all times.

Step 4:
You must answer the phone in a cheerful and enthusiastic manner.
Answering the phone gives a ‘first impression’ to the caller and it is important that you give an excellent impression at all times.

Step 5:
Ensure you take notes if required. Missing details is unprofessional and not acceptable.

Step 6:
If the caller asks for a person in particular, make sure you check to see if they are in the office before telling the caller they are.

Things to Remember:
Always be enthusiastic and professional. Speak clearly and at a normal pace.
Do not rush what you are saying and make sure you don’t mumble.
Answering the phone correctly is a skill that needs to be mastered to maintain a high impression of this Company.

PROCEDURE – Cleaning The Office

Task: Clean the Office – how to do this correctly.
Steps to be Completed Completed

Step 1:
You can find items such as wipes, cleaner and vacuum cleaner in the storeroom/below the kitchen sink cupboard.

Step 2:
Vacuum all the floors.

Step 3:
Clean all the glass.

Step 4:
Wipe down the tables.

Step 5:
Wipe down the phones.

Step 6:
Empty all the rubbish bins.

Things to Remember:
Clean the office once a week.

PROCEDURE – Completing Your Timesheet

Task: Complete your timesheet – how to do this correctly.
Steps to be Completed Completed
Step 1:
You need to record all your hours in your timesheet. Access the timesheet system by specify.

Step 2:
Your hours must total specify hours a week.

Step 3:
Choose the day and the task and project you worked on and enter the time spent.
Include relevant notes if required.

Step 3:
If you have taken leave, you must enter this time as well and select the type of ‘Leave’ you took. It could be sick leave or holiday leave.

Step 4:
If you have taken a sick day, you must enter this time as well and select ‘Sick Leave’.

Step 5:
Once you have completed your timesheet for the week – hit ‘Approve’.

Step 6:
All timesheets for the week must be complete by 5 pm Fridays.

Things to Remember:
Your total time must be specify hours a week.

PROCEDURE – How To Collect And Distribute The Mail

Task: Collect and Distribute the Mail
Steps to be Completed Completed

Step 1:
Advise your Manager/Supervisor that you are collecting the mail

Step 2:
Go to the secure cabinet and get the mail box key

Step 3:
Walk to the Post Office Box and collect the mail using the key to open it

Step 3:
Return to the office and open the mail

Step 4:
Stamp the mail with the ‘received stamp’ with the current days date

Step 5:
Distribute the mail to the relevant recipients within the business. Place the mail in the relevant person’s inbox located on their desk.

Things to Remember:
Remember not to open any mail that is marked ‘Confidential’. Give this mail direct to the owner.

PROCEDURE – How To Lock The Office

Task: Lock The Office
Steps to be Completed Completed

Step 1:
Ensure you are the last person to leave

Step 2:
Turn off the printers

Step 3:
Turn off any computers that may have been left on – leave the server on

Step 4:
Turn off any other machines such as coffee machine or the like.

Step 5:
Ensure all windows are locked

Step 6:
Ensure the rear door is locked

Step 7:
Turn off the lights

Step 8:
Exit through the front door and ensure the door is locked. Check it twice.

Things to Remember:
Remember the security of the business is up to you.
Please ensure that all doors and windows are locked securely.

PROCEDURE – How To Save And Name A Document

Task: Save and Name a Document

Steps to be Completed Completed

Step 1:
Ensure you save your document on a regular basis. Hard work can easily be lost through not regularly saving work.

Step 2:
Save the document in the relevant drive. The project drive is for projects. Locate the project and save the file under the relevant folder.

Step 3:
Save the document using the date first. The date is to be reversed so that the most current document is at the top when sorting.

An example is:
100521 Letter to DF re Tax Issues

Things to Remember:
Documents are to be saved as above. This ensures that documents are found easily in the future.

PROCEDURE – How To Apply For Leave – Holiday Leave

Task: Apply for Leave – Holidays

Steps to be Completed Completed

Step 1:
All time in Holiday Leave must be agreed on with your manager before you take the leave. Give as much notice as possible so your leave can be resourced in the workload forecast.

Step 2:
Record your time in your time sheet as ‘Holiday Leave’.

Step 3:
Complete the Leave form that is downloadable from the system.

Step 4:
Submit the completed form to your Manager for review and signing.

Things to Remember:
You are allowed a maximum of specify days leave per year.

PROCEDURE – How To Apply For Leave – Sick Leave

Task: Apply for Leave – Sick

Steps to be Completed Completed

Step 1:
On return from your sick leave – complete your timesheet as ‘Sick Leave.’

Step 2:
Provide a medical certificate to your manager

Things to Remember:
A Medical Certificate is required on your return from sick leave.
You require a medical certificate for 2 or more consecutive sick days.
If your sick day is on either side of a weekend, e.g.; a Monday or a Friday or after or before a public holiday, then you must provide a medical certificate.

PROCEDURE – How To Complete A Letter

Steps to be Completed Completed

Step 1:
Open Microsoft Word on your computer.

Step 2:
Go to File – New – Templates – Standard Letter
Select Standard Letter

Step 3:
Locate the appropriate electronic file on the system where you will save the file and save the file using the correct procedure.

Please note – save the file before you commence the letter to ensure you don’t lose any work.

Step 4:
Complete the fields in the letter filling in the appropriate customized information.

Step 5:
Your letter must be professional and of an excellent standard. It should have the following information on it.

  • The Date
  • The Recipients Name and address
  • The start of the letter should be Dear Sir/Madam,
  • The body of the letter
  • Signed using Yours Sincerely
  • Your Name at the bottom

Things to Remember:
A clearly written letter will get a better result from the reader than a letter that waffle’s on using irrelevant words or words that try and make you sound important.
Avoid these things and be direct in your letter for a better result.

PROCEDURE – Computer Security

Task: Securing your computer

Steps to be Completed Completed

Step 1:
When you leave your desk for a long period of time (eg. lunch break, internal meeting/review, site visit) you must lock your computer.

Step 2:
This is done by pressing Ctrl+Alt+Del and then clicking ‘Lock Computer’.

Step 3:
You can also set it to Auto Lock.

Things to Remember:
This is to ensure your private information is kept private and that information intended for you only is kept confidential.
You are responsible for your system account and email so ensure you keep your password confidential.

PROCEDURE – Confidential Information And Shredding

Task: Shred confidential information

Steps to be Completed Completed

Step 1:
Please note, documents that are confidential or have sensitive information are to be shredded.
Important: They are not to be recycled. As much as we would like to recycle, this information is sensitive and cannot leave the office in a legible form.

Step 2:
Examples of confidential information to be shredded include:

  • Any financial information
  • Fee Proposals & Variations
  • Reports & Invoices
  • Consultant Contracts
  • Confidential Projects – Consultants drawings or other associated drawings
  • Drawings and documents for projects which are highly sensitive.
  • Meetings Minutes for Projects
  • Office Meeting Minutes
  • Contractor Quotes

Step 3:
Gather your documents and take to the print room.

Step 4:
Check if the shredder is on – if not switch it on

Step 5:
You can only shred specify sheets at one time

Step 6:
Do not try and shred more sheets than what the shredder is capable of. It will jam the shredder and unblocking it takes a long time to complete.

Step 7:
As a general rule, if you are unsure, shred it. It’s better to be safe than sorry.

Step 8:
If the shredder is full empty the shredded paper into the recycle bin

Things to Remember:
This is to ensure your private information is kept private and that information intended for our business only is kept confidential.

PROCEDURE – Claiming Mileage

Task: Get reimbursed for using your private car

Steps to be Completed Completed

Step 1:
Using your private car for business purposes may sometimes be required. If require, you will be reimbursed in accordance with current mileage rates.

Step 2:
It is expected that you travel to and from site the shortest distance and be efficient with your travel.

Step 3:
Use the Claim Mileage Form Template
Also use the mileage Claim form for claiming mileage.

Step 4:
Complete all the details and ensure you record the mileage.

Step 5:
Email the form to your manager for approval and payment

Things to Remember:
It is expected that you travel to and from site the shortest distance and be efficient with your travel and limit company expenses as you would with your own money.

PROCEDURE – Email Signature

Task: Set up your email signature as follows.

Steps to be Completed Completed

Step 1:
Open MS Outlook

Step 2:
Click signatures

Step 3:
Click new

Step 4:
At 1. enter the Company name in the signature box.

Step 5:
Click next

Step 6:
Paste the information below from this document into the signature text box.
specify information

Step 7:
Change the relevant information to personalize your signature (your name and your name in your email address)

Step 8:
Click finish

Step 9:
Click OK

Step 10:
Click OK again

Step 11:
Then click File/New/Mail message

Step 12:
Check to see that your signature is in the new mail message

Things to Remember:
All outgoing email is to have the following signatures for New Messages and Replies respectively. Please complete this in the Outlook program and customise it with your own details.


POLICIES

POLICY MANUAL INTRODUCTION

Policies serve as the backbone of our company.

Within this policy manual section, we outline key policies that govern various aspects of our operations, from human resources to information technology and beyond.

These policies are designed to promote transparency, fairness, and efficiency throughout our organization, while also safeguarding the interests of our employees, clients, and stakeholders. By adhering to these policies, we cultivate a culture of accountability and professionalism, fostering a conducive environment for growth and success.

Should you have any queries regarding these policies, please refer to your Supervisor.

POLICY – Anti-bullying

POLICY – Cell Phone Usage

POLICY – Code of Conduct

POLICY – Coronavirus COVID-19

POLICY – Corporate Responsibility

POLICY – Discipline and Termination

POLICY – Drugs and Alcohol

POLICY – Environmental

POLICY – Equal Opportunity

POLICY – Grievance Handling

POLICY – Health and Safety

POLICY – Internet and Email

POLICY – Non-Smoking

POLICY – Privacy

POLICY – Quality

POLICY – Recruitment

POLICY – Social Media

POLICY – Work From Home

POLICY AND PROCEDURE MANUAL SUMMARY

Summary

This concludes the Policy and Procedure Manual. Please keep a copy of this manual so you can refer to it on a daily basis.

Should you have questions about your employment, daily tasks or any other questions, do not hesitate to speak to your team leader, Workplace manager or supervisor.

The use of the Policy and Procedure Manual is a requirement to fulfil your position correctly. If you are not following policies and procedures then chances are you are performing your role incorrectly.

It is important as a team that everyone follows the same rules and guidelines so that our work is performed in an efficient manner.

Following the guidelines set out in this procedure and policy manual ensures that or business is competitive and also avoids frustrations from everyone involved. Should you have any concerns or suggestions on how to improve this quality control document do not hesitate to contact your supervisor.

EMPLOYEE DECLARATION

Agreement

I acknowledge that I have read and comprehended the contents of this manual, including the aforementioned policies, and hereby agree to abide by the terms and conditions outlined in these documents.

Employee Name:

Employee Signature:

Date:


Policy and Procedure Manual Template Download

If you need to get started on your procedure manual, then why not create it in MS Word and kick things off quickly and easily. Microsoft Word will allow you to create your policy and procedures manual quickly, accurately and efficiently. MS Word is a fast and efficient way to create policies and procedures and you can roll them out to your team in a instant.

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Free Version
Click the image or ‘Right Click’ and ‘Save As’.

No additional subscriptions, software complications or hassles. Just good old basic MS Word and text to ensure your office or business guidelines are accurate and effective.

Why Microsoft Word is a Fast Option to Get Going

Starting off your policy and procedure manual with MS Word is easy because it allows you to get content together fast in an organized manner.

If you look to use some other online portal system like Microsoft Sharepoint or some other third party application, it is easy to get distracted by the features instead of building accurate and useful content.

The most important aspect of building these types of manuals for busy business owners is getting the content accurate. MS Word allows you to document steps fast, and ensure the process is correct. This is what you need – accurate step by step processes that answer your team’s queries instantly. Not hard to find information in a clumsy online portal.

No additional subscriptions, software complications or hassles. Just good old basic Word and text to ensure your office or business guidelines are accurate and effective.

Flexibility and Ease for Business Growth

As your organization grows, you will eventually need a more flexible tool that allows you to manage data better. There is simply way too much information required to rely on an MS Word document.

However, to get the ball rolling, MS Word is definitely a cost effective way to start.

The other huge benefit of using MS Word is that it also allows you to see how things go in your business without outlaying too much expense. You need to know what is actually going to work and what will be the best for your business and planning and mapping it out in a simple word processing document is ideal.

Microsoft Word is a fast and easy way to create a Quality System for your business

Every business is different and will require different methods of staff accessing the manual, so starting out with an MS Word file could be a good planning tool for your Policy and Procedure Manual.


I own a Business – Do I really need Policies and Procedures?

A circular free-form shape with the word "Yes" elegantly written inside, the typography harmonizing with the curve of the shape.

Yes, even small businesses need clear policies and procedures as they provide structure, consistency, and efficiency, helping employees understand their roles and ensuring compliance with legal and ethical standards, ultimately fostering a well-organized and sustainable business environment.


Policy and Procedure Template Contents

You might create a Policy and Procedure Manual together as the two work hand in hand with each other to ensure your business runs efficiently.

The first thing you can do is separate your manual into 2 sections. Creating policies and procedures in your business improve your quality management system all around.

If you need to plan out your table of contents, take a look at this table of contents for a policy and procedure manual.

You should customize the sections and subsections according to your organization’s specific needs and regularly update the manual to reflect changes in procedures, policies, or regulations.

Below is a typical employee handbook format that you could use for your team.

Example Policy and Procedure Template Table of Contents

Introduction
1.1 Purpose of the Manual
1.2 Scope and Applicability
1.3 Revision History

Organization Overview
2.1 Company Background
2.2 Mission and Vision
2.3 Organizational Structure

Roles and Responsibilities
3.1 Job Descriptions
3.2 Role Clarity
3.3 Team Hierarchy

Procedures and Processes
4.1 Workflow Diagrams
4.2 Standard Operating Procedures (SOPs)
4.2.1 [Procedure Name 1]
4.2.1.1 Purpose
4.2.1.2 Scope
4.2.1.3 Responsibilities
4.2.1.4 Procedure Steps
4.2.1.5 References
4.2.1.6 Revision History
4.2.2 [Procedure Name 2]
(Repeat structure as above)
4.3 Work Instructions
4.4 Checklists

Policies and Guidelines
5.1 Company Policies
5.1.1 Code of Conduct
5.1.2 Health and Safety
5.1.3 Diversity and Inclusion
5.2 Legal Compliance
5.3 Data Protection and Privacy
5.4 Quality Standards

Training and Development
6.1 Training Programs
6.2 Skill Development Initiatives
6.3 Continuous Learning Opportunities

Documentation and Record Keeping
7.1 Document Control
7.2 Record Retention
7.3 Version Control

Communication Protocols
8.1 Internal Communication
8.2 External Communication
8.3 Crisis Communication

Monitoring and Evaluation
9.1 Key Performance Indicators (KPIs)
9.2 Performance Evaluation Processes
9.3 Process Improvement Strategies

Appendices
10.1 Glossary of Terms
10.2 Acronyms and Abbreviations
10.3 Forms and Templates
10.4 Additional Resources

A screenshot showing the Table of Contents (TOC) section of an Example Policy and Procedure Manual Template, listing various sections and chapters for reference and navigation.
Example of Policy and Procedure Manual Template TOC – Click to Enlarge

Helpful Procedure, Policy and Process Definitions

What Is a Procedure?

A procedures manual or procedural manual typically gathers together a number of procedures used within an organisation, or for a specific set of functions.

A procedure is a document that instructs workers on executing one or more activities of a business process.

It describes the sequence of steps, and specifies for each step what needs to be done, often including when the procedure should be executed and by whom.
https://en.wikipedia.org/wiki/Procedure_(business)

What Is a Policy?

Policy is a deliberate system of guideline to guide decisions and achieve rational outcomes.

A policy is a statement of intent and is implemented as a procedure or protocol.
https://en.wikipedia.org/wiki/Policy

What Is a Process?

A business process begins with a mission objective (an external event) and ends with achievement of the business objective of providing a result that provides customer value.

Additionally, a process may be divided into sub-processes (process decomposition), the particular inner functions of the process.
https://en.wikipedia.org/wiki/Process


What are the specific Differences Between Policies and Procedures?

In summary, policies provide the overarching framework and guidelines, while procedures offer detailed instructions on how to carry out tasks within that framework.

Both are essential for creating a well-organized, compliant, and efficient business environment.

A bubble diagram displaying two columns of bubbles. The left column contains bubbles labelled "Policies," while the right column contains bubbles labelled "Procedures," illustrating the relationship between policies and procedures.
Policy and Procedure Template | Policies and Procedures Summary

Separating policies and procedures is important because policies set the strategic direction and ethical standards for the organization, guiding decision-making, while procedures provide the specific, practical steps employees need to follow, ensuring standardized and efficient implementation of these policies in day-to-day operations.

A bubble text that shows policies: Guidelines and principles set by an organization to guide decision-making and actions. and then another bubble of text that shows procedures.
Policy and Procedure Template | Policies and Procedures Differences

This clear distinction ensures a well-structured and compliant business environment, balancing strategic vision with practical execution.


Procedures and Processes Section

Procedures Manual Table of Contents

Headings for a Procedure Manual

Here are a list of typical headings you would have in the Procedure Manual section.

Introduction

  • Introduction and Purpose
  • How to use this manual
  • When to use this manual
  • Roles and Responsibilities
  • Quality Control and Compliance

Procedures and Workflows

  • Procedures and Workflows

Help

  • Troubleshooting and Problem Resolution

These are just a few things you can include in your Procedure and Policy Manual.

If you need to develop an office procedure manual then you should consider purchasing a template. This will save you significant time and effort. Generating a Procedure Manual from scratch is a huge task.


Policies and Guidelines Section

Policy Manual Table of Contents

Headings for a Policy Manual

Here are a list of typical headings you would have in the Policy Manual section.

Firstly, you want to have an introductory section. This introduces new employees to your company and advises them of the basics. This could include a Mission Statement of your company and the history of your company.

Policy Manual Introduction

  • Policies Summary

Then you might get into the basics like the following.

General Guides

  • How to use this manual
  • How to use policies
  • When policies are updated
  • Revisions

Then you might break your policies down into various areas. You should include an Equal Opportunity Policy and other typical policies.

Detail of Policies


Language and Tone for System Documents

The language and tone of a policy and procedure manual should be clear, concise, and easily understandable for the target audience.

Generally the language and tone should:

  • Use clear and straightforward language.
  • Maintain a consistent writing style and format
  • Keep the content concise and to the point
  • Use an ‘active voice’
  • Have an organized structure
  • Use visual aids and be user-focused.

The language and tone may vary based on the specific context and audience of the manual.


Mandatory requirements for a Policy and Procedure Manual

There are definitely some mandatory requirements for a Policy and Procedure Manual for any business. This might go without saying, however it is important to ensure the basics are covered. Below is a table that outlines some mandatory information you need to include in your Policy and Procedure Manual.

Mandatory HR Policy and Procedure Manual Content

Mandatory SectionMandatory Content
IntroductionA lot of new staff will be reading your procedure manual so an introduction and welcome page from the business owner or department head in a larger organization is something that should be included.
Business DetailsDetails of the business such as phone numbers, website address, street address, post office box numbers and email addresses are just some of the mandatory basic items that should be included.
Management Names, Positions and RolesThe names and roles of the management team is important to show leadership to the entire team.
Emergency RequirementsEmergency protocols should be outlined in detail including emergency procedures, emergency gathering points and emergency phone numbers.
Professional standardsExpectations of behaviour and dress codes are essential items that should be included.
Relevant ProceduresProcedures should be included and covered in detail to fill out the body of the document.
Relevant PoliciesPolicies should be included and covered in detail to inform staff of the standards expected within the organization.
Organizational ChartAn Organizational Chart shows the hierarchy of the organization and allows the whole team to understand how the business operates.
Team RolesFinally, team roles are important so each team members understands how they fit in the bigger picture.
Mandatory HR Policy and Procedure Manual Content

Addressing the items above will be a great start for creating a policy and procedure manual from a good quality policy and procedure manual template.


An Example of a Procedure in MS Word

Check out a simple procedure example below. This is a relatively simple task of preparing a meeting room for use. If your administration team need to know how to complete this task, it is listed out step by step.

You can see the format is simple, the steps are simple and the images help to assist in understanding the relative task required.

The following image is an example of a very simple procedure. Creating a procedure is relatively easy. However, should you be breaking down the task into something small so it is manageable?

A procedure example of "Meeting Room Preparation," featuring step-by-step instructions for setting up a meeting room, including tasks such as arranging furniture, setting up audiovisual equipment, and ensuring supplies are stocked.
Procedure Example – Meeting Room Preparation

Providing images in the step by step process makes it easier to absorb the tasks. However, this is going to take you a lot of time to create. Particularly if the process is complex and detailed.


An Example of a Policy in MS Word

Simple text in a Fast Format

Below is an example of a policy that has been created in MS Word. This only took a few minutes to create. If you set up a template, or purchase templates online, you will have a manual created very quickly.

It is better to focus on accuracy than trying to make something elaborate that takes so much time the accuracy gets forgotten about.

A document displaying a Policy Template Example - Code of Conduct, featuring a structured layout with sections outlining the organization's standards of behavior, expectations, and guidelines for ethical conduct, typically covering areas such as integrity, respect, confidentiality, and compliance.
Policy Template Example – Code of Conduct

Policies and Procedures need constant attention. You will need to add to your manual and consistently update it, however you will quickly get traction with your team by creating a policy and procedure manual using MS Word templates.

Should You have both Policy Manuals and Procedures Manuals In Your Business?

The short answer is – yes!

A corporate policies and procedures template is likely to be much more comprehensive, but you would be surprised!


Using MS Word or other Platforms to Create Your Policies and Procedures

Depending on where you are in the creation of your policy and procedure manual and human resourcing tools will determine what format you will use. There are many advantages and disadvantages of each type of system.

From a basic document through to an sophisticated online digital portal, the choice is endless.

Below are just a few.

MS Word – Start Out Simple

The Microsoft Word logo, featuring a blue square with a stylized letter "W" in white, symbolizing the Microsoft Word application commonly used for word processing and document creation.
MS Word

Obviously you can use a simple format like MS Word and create a manual quickly and cheaply. However over time you will find that this may not be suitable enough.

If you are building a comprehensive quality system, then the simplest and fastest way to kick things off is to use MS Word. However, overtime this is likely to become an issue due to the amount of information you need to add to the manual.

MS Word is going to help you get things going fast, however you will quickly realize you need something else to build your quality manual as it grows quickly.

No matter where you wind up in the future, getting things started with a Microsoft Word template will make things move much more quickly for you and allow you to start gathering the content in one location, which can then be transferred to another platform if necessary.

Microsoft Sharepoint – Clunky or What?

The SharePoint logo, depicting a blue square with four white quadrants, forming a stylized "S" shape, representing Microsoft SharePoint, a web-based collaborative platform used for document management, content management, and intranet services.
Sharepoint

We all know about Microsoft Sharepoint and how clumsy it is to create elements and operate. There are certainly better choices out there than using this tool. It has been around for a long time, however has it ever been used successfully?

Also – what would you do if Microsoft decide to stop developing it?

WordPress – More Expertise Required

The WordPress logo, consisting of a white lowercase letter "W" enclosed within a blue circle, symbolizing the popular open-source content management system (CMS) used for website creation and blogging.
WordPress

WordPress is an excellent CMS (Content Management System). However, it takes a bit of expertise to operate it. If you have the internal knowledge in your organization to use WordPress, then it certainly is a great option.

Other Digital Platform Alternatives – Third Party Platforms

You can create your policy and procedure manual in a range of other formats. Remember though, if you commit to a format, be aware that things change quickly and the last thing you need is for the platform to be removed or deleted.

There are numerous third party platforms available. However, as mentioned above, remember if you put a massive amount of effort into your system manuals and the third party sells, decides to stop developing it or doesn’t deliver, where will this leave your business?

Potentially it is high risk.


The Positive Benefits of a Policy and Procedure Manual

The positive benefits of having a policy and procedure manual in your business far out-weigh the negatives.

Green Tick Your team will be aligned in what they are doing daily

Green Tick Your customers will receive more consistent results

Green Tick Efficiency will improve and therefore so will profit

Green Tick You won’t have to repeat yourself as much

Green Tick On-boarding new team members will be much easier

Green Tick Expectations, benchmarks and standards will be set and remembered. No need to try and remember ‘what we did last time’

Green Tick Quality will improve


The Negatives of a Using a Policy and Procedure Manual

There are a few negatives when it comes to using systems. policies and procedure manuals. Below are just a few.

Red Cross Team members may push back and not use your system

Red Cross It will be time consuming to create

Red Cross It might take a while to see significant benefits

Red Cross Third party platforms can be expensive

Red Cross If no-one ensures it is used – it won’t get used

Red Cross It will take longer to do things. But this is usually a benefit because things then get done properly.

Huge Benefits of Using MS Word for Policies and Procedures

Don’t Just Create them for Fun – Bring Back Quality Control into Your Business

Policies and Procedures help you operate your business much more effectively. They are a tool that you need to ensure your team have a set of guidelines to follow. If you don’t, they will simply make up their own rules and we all know how that ends up.

There are plenty of benefits using Word to create policies and procedures. Some of these are:

  • It is incredibly fast
  • Easy to format
  • Almost free – a subscription to Office 365 is likely already part of your software package
  • Anyone can help you create them
  • Updating is easy
  • Familiar environment for most people
  • You can 100% focus on accuracy instead of unnecessary distractions and features

Policies and procedures are not static directives but living guidelines that navigate the delicate choreography of fostering productivity while nurturing a thriving, inclusive, and innovative work environment.

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Great Features in MS Word to Make Your Policies and Procedures More Exciting

Make a Boring Topic Interesting

Creating a policy document in Microsoft Word can be a straightforward process, but there are some interesting features and tips that can enhance your policies so they don’t look so boring.

Styles and Formatting Feature

Utilize the Styles feature in Word to maintain a consistent and professional look throughout your document.

This helps in creating a uniform structure and makes it easier to navigate.

A screenshot demonstrating the Styles and Formatting feature in Microsoft Word, showing a toolbar or panel with various style options such as headings, body text, and formatting presets, used for consistent formatting and layout within documents.
MS Word – Styles and Formatting Feature

Define specific styles for headings, subheadings, body text, and other elements to ensure a polished appearance.

With one click you can change the character of your policy and procedure manual to produce an attractive document quickly and easily. Ensuring you have these systems set up in Word correctly saves you a massive amount of time and effort.

A screenshot showcasing the Styles and Formatting feature in Microsoft Word, displaying a dropdown menu or panel with options for applying different text styles, including headings, subheadings, body text, and other formatting presets, enabling users to maintain consistency and coherence in document design.
MS Word – Styles and Formatting Feature

Table of Contents Feature

The other massive benefit that can be used in MS Word is the automated Table of Contents feature. Once you get used to using this, it saves you so much time and effort and keeps your documents accurate and efficient.

A screenshot demonstrating the Table of Contents feature in Microsoft Word, showing a dynamically generated list of document sections and headings, typically displayed at the beginning of a document, providing readers with an organized overview and navigation aid.
MS Word – Table of Contents Feature

Take advantage of Word’s automatic Table of Contents feature. As you format your document using styles, Word can generate a table of contents for you. This is particularly useful for longer policy documents.

Did you know you can link several files together? This is great for having one Master document and then several other sections. It also has the added benefit of allowing other people to work on several documents at once and then updating the Master document as you go.

A graphic depicting the process of linking two or more files together in Microsoft Word, showing an arrow or chain symbol connecting multiple file icons, illustrating the creation of hyperlinks or references between documents for easy access and navigation.
MS Word – Link two or more files together

What a great feature.

How to do this – To insert a copy of your file into another, embed or link to it. Go to Insert > Object. Select Create from File. Select Browse and choose the file you want to use.

A screenshot illustrating the "Insert Object" feature in Microsoft Word, displaying a dialog box or menu option allowing users to embed or link external files, such as images, documents, or spreadsheets, into their Word documents for seamless integration and presentation.
MS Word – Insert Object

Use the Navigation Pane

Another great feature is the Navigation Pane. If you create your document correctly using the styles and headings and then tick the Navigation Pane Box, a Navigation item will pop up on the left of the screen.

A screenshot demonstrating the use of the Navigation Pane feature in Microsoft Word, showing a panel typically located on the left side of the document window, enabling users to navigate through the document's structure, including headings, pages, and search results, facilitating efficient document management and editing.
MS Word – Use the Navigation Pane

Then you can navigate through the document easily by clicking the hyperlinks.

This is a fantastic feature for jumping through documents quickly and easily.

Tables for Better Content

Tables are another way to create content that is easy to read and well organised.

Also consider that centering text vertically in the tables can be a bit tricky, but if you achieve it, it makes your tables present much better.

You can read more about this at this post. How to Center Text Vertically in a Microsoft Word Table – Easy and Fast

MS Word - Use Tables for Better Presentation
MS Word – Use Tables for Better Presentation

More Benefits of Using MS Word

MS Word

MS Word has been around for a long time. This program is the staple diet of all IT keyboard warriors across the planet. If you needed to create any simple document, chances are it was created on MS Word.

To create searchable documents, it is a relatively easy task. However as your business expands it becomes difficult to manage. No doubt if you are just starting out in business, you need to keep your costs low. Using MS Word is the best way to create a policy and procedure manual for relatively low cost.

The other advantage is you can also source free MS Word policy and procedures templates online and combine these together to create your system manual quickly.

Easy Accessibility is Essential

Easy
Easy

Think about how your team will be best interacting with your Quality System and make it as simple and as easily accessible as possible.

They need to be able to get instant, easy access to it and be able to read and understand it easily. If they can’t then chances are they won’t. No point in making a quality system that is cumbersome, difficult to use, or difficult to read.

Take away all potential roadblocks for staff using your quality system.

The last thing you need to do is make your team’s job harder. This defeats the purpose of having a good quality system to keep your business nimble and flexible.


MS Word also Has Easy Reference Tools

Fast
Fast

So if you are going to create a policy and procedure fast with MS Word, check out some of the tips below you can utilize to speed things up. If you know how to use it, it saves a lot of time and you can produce professional documents very quickly.

Let’s take a look at a couple of great feature of MS Word. Firstly, the Automated Table of Contents. This feature is awesome. Create a quality system fast using a policy and procedure template with a table of contents already formatted.

Automated Table of Contents Benefits

The automatic table of contents in Word is great once you know how to use it. If you don’t, it will take a little bit to understand how it works. However, there are numerous benefits of using the automated table of contents feature.

A couple of these are:

  • Once it is set up – it is very easy to update your Policy and Procedure Manual
  • It makes it very easy to plan out your document accurately
  • You can easily see the context of your document every time it is updated in the Table of Contents
  • It helps you plan your document and improve the overall structure.

Table of Contents Feature

Let’s take a quick look at some of the settings to speed things up for you.

So go to References then click Table of Contents in the left corner.

You can insert the type you want pretty easily. Changing it does become a bit harder but use the Styles to create your automated styles.

Click the image to enlarge.

Microsoft Word Policy and Procedure Templates
Microsoft Word Policy and Procedure Templates

Download a Free Automated Table of Contents Sample

If you need to set up your table of contents and don’t really know where to start you can download this sample below. This basic template has an automated Table of Contents set up in it that you can use as an example when creating your own policy and procedure manual.

This is what it looks like below and you can download the actual .docx file by clicking the download image.

Download a Free Automated Table of Contents Sample
Download icon

MS Word Styles – The Key to Great Formatting

If you want to use the Automated Table of Contents feature you must use the MS Word Styles. This is the backbone of the Table of Contents.

How to Open MS Word Styles Box

To Open the MS Word Styles press the following keys together…

SHIFT CTRL ALT and the letter S.

Yes – 4 keys at once…..!

How to Open MS Word Styles - Policy and Procedure Templates
How to Open MS Word Styles – Microsoft Word Policy and Procedure Templates

This will open up the styles and you can go through and change the styles to suit.

You can see the Styles box on the left hand side in the image below.

Click the image to enlarge.

Microsoft Word Policy and Procedure Templates
Microsoft Word Policy and Procedure Templates

Attention Using the styles takes a bit of practice. There are plenty of options to consider and you might need to do some research online on how to make it work right.

Find and Select Feature

The find and replace feature in MS Word is really powerful to replace text fast and accurately.

Step 1 – Find the Find and Select Button

You should find the option to open this feature in the top right hand corner of the screen. See below.

Find and Replace - Microsoft Word Policy and Procedure Templates
Find and Replace | Microsoft Word Policy and Procedure Templates

Step 2 – Click the More Button

Once the popup box opens, you can see there is an option to expand the box. See circled below.

Find and Replace - Microsoft Word Policy and Procedure Templates
Find and Replace | Microsoft Word Policy and Procedure Templates

You can see the options are now expanded and they can be hidden again by simply clicking the same box.

Find and Replace - Microsoft Word Policy and Procedure Templates
Find and Replace | Microsoft Word Policy and Procedure Templates

Step 3 – Enter the Text you want to Find and Replace

Now you can include the text you want to change in the options provided. Also note the other check boxes below this which allow some pretty powerful functions and are worth experimenting with.

Find and Replace - Microsoft Word Policy and Procedure Templates
Find and Replace | Microsoft Word Policy and Procedure Templates

Attention The Find and Replace feature has plenty of options to try. Experiment with what they do because they can make your life a lot easier when amending a file.


The Positive Benefits of Using Microsoft Word

OK, so there are massive benefits of starting a Policy and Procedure Manual with Microsoft Word.

Green Tick It is very cost effective. All you need is MS Word software and you are ready to go.

Green Tick It is easy to add information. You can simply open the document and start adding policies and procedures.

Green Tick It is easy to update. Nothing to it. Just open up the file and away you go.

Green Tick The search function is already in there and easy to use. Train your team to use the search function.

Green Tick You can use MS Word to start things off and this will allow you to get content together which you can still use down the track if you decide to use another method such as a database.

Green Tick Giving others access to the file is easy. They just need to know where it is.


The Negatives of Using Microsoft Word

Red Cross Once your manual gets to a certain size it is going to be harder to manage.

Red Cross You can’t really keep printing out your manual each time it gets updated.

Red Cross It makes it hard to track changes if you want to track changes in your manual.

Red Cross You cannot separate your manual into different permissions for each type of team member in your business. Some area you may not want your team to view.

Red Cross Giving other access to the file might be risky. They could potentially change it which might have significant consequences to your quality control.


MS Word Alternatives for HR Documents

You can create a procedure template in Word or a policy template in Word, however, think about these other packages too. Did you know there are a ton of alternatives to using MS Word?

Similar Options for the Same Result

Similar programs that allow you to do the same thing. If you check Google this is what pops up. There are quite a few alternatives to consider.

MS Word Alternatives - Microsoft Word Policy and Procedure Templates
MS Word Alternatives | Microsoft Word Policy and Procedure Templates

LibreOffice – Another Free Option

LibreOffice is another free alternative to MS Word. It is very similar however the best bit about it is it is free.

Libreoffice Logo
LibreOffice

This open source software is great and will do the job for you with no dramas. The biggest benefit is that it is free. Something you should be looking out for if you are starting out in business.

LibreOffice MS Word Alternative - Microsoft Word Policy and Procedure Templates
LibreOffice MS Word Alternative | Microsoft Word Policy and Procedure Templates

LibreOffice functions much the same way as MS Word. It has a lot of the features of MS Word and all you simply need to do is get used to using it and before you know it you will be an expert and using it.

Save heaps of money by using LibreOffice.


Keep It Simple, Easy to Find Information and One Place for each Answer

Keep it Simple for Accuracy – Transfer to Something Larger Later

There is nothing worse than starting a project and not finishing it because it became too complicated. Enter the timeless wisdom of ‘Keep It Simple, Stupid’ (KISS) – not just a snappy acronym, but the superhero mantra for anyone drowning in the sea of unnecessary complications.

This is where using MS Word to create policies and procedure comes into play. Simple is better and more cost effective especially if you are just starting out, have a limited budget or not sure which path to take. You can’t beat the old document producing software package of MS Word.

If you keep your policies and procedures simple and communicate them regularly to your team, your business will be way more efficient and therefore more competitive.


A Free Policy and Procedure Template

Click the images below to download our basic free Policy and Procedure Template. Choose either PDF format or MS Word format.

MS Word Format

Free Policy and Procedure Template MS Word Format
Free Policy and Procedure Template | MS Word Format

PDF Format

Free Policy and Procedure Template PDF Format
Free Policy and Procedure Template | PDF Format

A Free Procedure Manual Template

Click the images below to download our basic free Procedure Manual Template. Choose either PDF format or MS Word format.

MS Word Format

Free Procedure Manual Template MS Word Format
Free Procedure Manual Template | MS Word Format

PDF Format

Free Procedure Manual Template PDF Format
Free Procedure Template | PDF Format

What are the Minimum Policies for a tiny business?

Even if you have a small business of 2 or 3 staff, you should have the basic minimum policies for your small team to follow.

This list would be the minimum policies expected.

  • Code of Conduct/Ethics
  • Confidentiality and Data Protection
  • Communication
  • Roles and Responsibilities
  • Attendance and Leave
  • Safety
  • Conflict Resolution
  • Compliance
Minimum Policies for Small Business
Minimum Policies for Small Business

Even some basic policies such as the items mentioned above will ensure transparent communication between parties.

A Policy and Procedure Manual will improve the performance of your organization. A Policy and Procedure Template will allow you to create your manual easier and faster.

If you are searching online for something suitable for your organisation, the results can be overwhelming. There are so many to choose from and it is difficult to determine which direction to take.

Utilizing free resources are worth the effort to help you gauge the right direction to take and once you have explored the options available and the suitability, you can then possibly commit to a paid solution at a later date.

If you are just starting out in business or looking to save some money, then download our basic free Policy and Procedure Template. This will at least help you to get started and once you progress in building your manual, you can then consider alternatives at a later date.


Why you must Focus on HR (Human Resource) Documents

Guidelines for Better Performance

Delivering your product or service accurately requires quality expertise. A team of people that are committed and dedicated to what they do. You cannot afford to cut corners when it comes to employing the right people.

The right people in combination with the right system documents is key to success.

A document or set of instructions that communicates tasks, processes or policies will make an immediate difference to the performance of any organisation. It can have a range of things in it depending on the type of business you have, how complex your business is and how it operates.

It doesn’t matter if you need an office manual template or a workshop manual template. The point is, you need something for your team to follow regardless of what they do.

Processes
Task Process

It can also include policies and rules about how your team should behave in your business. As business owner, if you haven’t communicated this to your team then it is likely they will adopt their own standards.

The last thing you want is a team of people that behave however they want in your business. Setting the standards is good business and making sure everyone understands these requirements is essential to build team morale and provide a vision and direction for your business.

These documents offer a standardised method for creating your product or delivering your service. Numerous tasks, workflows, and rules, assuring operational consistency and efficiency are essential.

Any business owner that doesn’t take Human Resources seriously is asking for trouble. People are complex and it takes significant effort to ensure your team is aligned and productive every day.


3 Important reasons your Team need Policies and Procedures

3 important reasons you need policies and procedures in your business include:

1. Critical Tool for Consistency

Firstly, it serves as a critical tool for maintaining consistency in operations.

Small businesses often operate with limited staff, and a policy and procedure manual ensures that every employee follows standardized processes and workflows, leading to consistent product or service quality and customer satisfaction.

2. Dramatically helps with Employee Training and On-boarding

Secondly, a policy and procedure manual aids in employee training and on-boarding.

Small businesses may frequently hire new employees or cross-train existing ones. Having a well-documented manual simplifies the training process by providing a comprehensive guide that new hires can refer to, reducing the time and resources needed for training.

This not only accelerates the integration of new team members but also minimizes the risk of errors and misunderstandings.

3. Reduces Your Workload as Business Owner

As we all know, operating a business is not easy. You need all the help you can get. A policy and procedure manual is like another manager. Helping your team to deliver your products or services to the benchmarks you as the business owner know are required to survive.

In essence, a policy and procedure manual is a foundational resource that fosters efficiency, consistency, and adaptability in a small business, contributing to its growth and sustainability.


Can you Afford Not to have a Policy and Procedure Manual?

Can you really develop a good quality business without standards, guidelines and rules?

It would be very difficult to create a good quality business if you don’t have any rules, policies and guidelines for your team to follow.

Your team would be like a ship without a rudder.

Like the old saying:

“A man or woman without a purpose is like a ship without a rudder”.

There is a lot to all parts of an organization, and if your business is complex, then there is a ton of information you need to add.

Creating a Policy and Procedure Manual with MS Word is really simple and easy and you can get it rolled out to your team almost instantly.

Make a start today and think about the future of your business, because in 6 months time, 12 months time or 2 years time, you will be glad you spent the time to start.


MS Word Really Does Make it Easy

Save Time, Money, Effort and Stress

A significant benefit of using Microsoft Word for creating policies and procedures lies in its user-friendly interface and versatile features. MS Word provides a familiar environment for users of varying proficiency levels, making it accessible for organizations with diverse staff.

The platform’s robust styling options, including predefined templates, styles, and formatting tools, enable the creation of professional and consistent documents.

Features Enhance the Experience

Additionally, features like track changes and comments enhance collaboration during the drafting and review process. With built-in tools for creating tables of contents, headers, footers, and incorporating visual elements, Word streamlines the policy creation process, fostering efficiency and ensuring a polished and standardized final product.


How many Companies and Organizations have Policies and Procedure Manuals?

Procedure Manuals Build Quality Businesses

Any successful business usually has an extensive system. These systems run the business and ensure it is ticking over daily – in a manner that makes money.

Just do a search online for some of the larger organizations and you will see there are extensive Procedure Manuals online to refer to.

A Large Amount of Work – But Worth the Effort

Building a system to run your business is a massive amount of work. However, you need this to get your business to run efficiently without you being there otherwise you don’t really have a business – you have a job.

How do You Reduce the Amount of Work to Create a Procedure Manual?

The following are some strategies you can use to reduce the amount of work when creating a procedure manual.

  • Find some good quality templates. You might need several and combine these to create a comprehensive system for your business.
  • Use your team members in quiet period to build your manuals from the ground up. Use videos, text, checklists and other strategies to build a comprehensive manual quickly. Your team are likely to know the processes better than you as well.
  • Engage a company to build your manuals for you. This obviously could cost a significant amount of money, however will no doubt save huge amount of time.

A lot of larger Corporations and medium scale businesses are certified for ISO 9000. What’s that? Read on below.


Advanced Standards – ISO 9000

The International Organization for Standardization creates and publishes ISO 9000. Wikipedia defines ISO 9000 as a quality assurance family of systems.

“The ISO 9000 family of quality management systems (QMS) standards is designed to help organizations ensure that they meet the needs of customers”

https://en.wikipedia.org/wiki/ISO_9000
ISO Logo

Created in 1987, the International Organization for Standardization published the ISO 9000 standards which were based on publications of government procurement standards that go way back to 1979. Remember then? Neither do I….

If you wanted to win government contracts, it was required for your organization to achieve standards and this still applies today in many countries.

If you want to win government contracts for your business, then you need to look further into ISO 9000 and get your business ready for certification to meet these requirements.

However – if you are just starting out or trying to grow your business, don’t worry too much about ISO 9000. You can plan for it later.

How Does ISO 9000 Relate to Procedure Manuals?

If you are a small business, then meeting ISO 9000 requirements is likely not something you can investigate in the short to medium term. You really should just focus on getting your current procedures and policies sorted out to operate your business first and then down the track you can consider the requirements to meet the International Standards as your business grows.

When building your business, you will be documenting your QMS or Quality Manual System. Having some basic understanding of terminology will help you when you build your system.

There is a lot to learn, however if you are a small to medium business, the best thing you can do is keep things simple to start with.

www.DigitalDocumentsDirect.com

Think about the team you have and explaining how to perform a task to them on paper. This shouldn’t be too difficult; in fact it should be relatively easy to break the processes into small tasks. The biggest hurdle is time. It takes a massive amount of effort to document your procedures and processes.

A great way to speed it up is to ask your team to help you develop policies and procedures. It couldn’t be better. They will then be part of building the business and it will also keep them very busy.

What is available online to help you get started?


Detailed Procedure Example 1

Below is just one example of the amount of detail required in a procedure manual.

Creating an effective onboarding procedure manual is crucial for introducing new employees to your organization and its processes.

Onboarding Staff Procedure Framework

I. Introduction
Welcome Message from Management
Overview of the Organization’s Mission, Vision, and Values
Importance of Onboarding for New Employees

II. Preparing for Arrival
Preparing the Workspace (Desk, Computer, Supplies)
IT Setup (Email, Software Access)
Orientation Schedule for the First Week

III. Day 1: Orientation and Introduction
Welcome and Introductions to Team Members
Overview of Company Culture and Values
Introduction to Company Policies and Code of Conduct
Tour of the Office/Facility

IV. Company Overview
History and Background of the Organization
Organizational Structure and Key Departments
Products/Services Overview
Company Achievements and Goals

V. Job Role and Responsibilities
Detailed Job Description
Key Responsibilities and Expectations
Performance Metrics and KPIs
Training Plan for Job-Specific Skills

VI. Company Processes and Procedures
Workflow Overview (From Initiation to Completion)
Standard Operating Procedures (SOPs) Relevant to the Role
Communication Protocols (Internal and External)
Quality Standards and Best Practices

VII. Benefits and Policies
Employee Benefits (Healthcare, Retirement Plans, etc.)
Leave Policies (Vacation, Sick Leave, Holidays)
Work Hours and Attendance Expectations
Dress Code and Workplace Etiquette

VIII. Training and Development
Overview of Training Programs
Continuing Education Opportunities
Mentorship and Support Systems

IX. Employee Resources
Contact Information (Supervisors, HR, IT Support)
Employee Handbook and Policy Manual Access
Intranet and Internal Communication Tools

X. Health and Safety
Workplace Safety Protocols
Emergency Procedures (Fire, Evacuation, First Aid)
Health and Wellness Programs

XI. Feedback and Evaluation
Performance Review Process
Channels for Providing Feedback
Opportunities for Career Growth and Advancement

XII. Conclusion
Acknowledgment of New Employee’s Role in the Team
Encouragement for Questions and Open Communication
Gratitude for Joining the Organization
Example 01 – Onboarding Staff Procedure Manual Framework

Remember to customize the content of the manual to align with your organization’s specific processes, culture, and values. Providing a comprehensive and well-organized onboarding procedure manual can significantly enhance the new employee’s transition into your organization.


Detailed Procedure Example 2

The following is another detailed example of a section for Leave Procedures from a Procedure Manual.

It is important to ensure your procedures and policies are detailed and comprehensive.

Leave Procedures

Requesting Leave
Advance Notice
Employees are required to provide advance notice for all planned leaves. The notice period may vary based on the type of leave, but generally, it should be submitted at least days before the intended leave start date.

Leave Request Form
Complete the designated leave request form, available from the HR department or supervisor. Provide accurate details, including the type of leave, dates, and any necessary documentation.

Types of Leave
Paid Time Off (PTO)
PTO includes vacation days, personal days, and holidays. Employees are eligible for PTO after completing the probationary period. The number of accrued PTO days and the procedure for requesting them are outlined in the company policy.

Sick Leave
Sick leave is granted for illness or injury. Employees may be required to provide a doctor’s note for extended sick leave.

Unpaid Leave
Unpaid leave may be granted for specific circumstances. The request must be submitted well in advance, and approval is subject to managerial discretion and the company’s policies.

Leave Approval
Managerial Approval
Leave requests will be reviewed by the employee’s immediate supervisor or department manager. Approval is based on operational requirements, workload, and the reason for the leave.

Notification
Once the leave request is approved or denied, the HR department or supervisor will inform the employee promptly.

Leave Balance and Tracking
Leave Balance
Employees can check their leave balances, including accrued and used leave days, through the HR department or the company’s leave management system.
Tracking: Managers are responsible for tracking employee leaves within their respective departments to ensure adequate staffing levels.

Returning from Leave
Return Date

Employees must return to work on the agreed-upon date. Failure to return on time without valid reasons may result in disciplinary action.

Transition Plan
Employees are encouraged to create a transition plan before their leave, ensuring that their tasks and responsibilities are delegated to colleagues or properly documented for a smooth workflow during their absence.

Maternity/Paternity Leave
Eligibility

Maternity and paternity leave policies are in place as per the local labor laws. Eligible employees should inform the company well in advance and provide necessary documentation.

Duration
Maternity and paternity leave durations are outlined in the company policy or in compliance with applicable laws. Additional information can be obtained from the HR department.

Emergency Leave
Notification

In case of emergencies, such as a family member’s illness or a bereavement, inform the supervisor or HR department as soon as possible.

Documentation
Provide any necessary documentation, such as a medical certificate or a death certificate, to validate the emergency leave.

Holidays and Company Closures
Holiday Schedule

The company will provide an annual holiday schedule outlining observed holidays. Employees are entitled to take these days off.

Company Closures
In the event of company closures for holidays or other reasons, employees will be notified in advance. Employees are generally not required to take leave for these company-mandated closures.

Leave Without Pay (LWOP) Policy
Approval

Employees seeking LWOP must submit a written request to their supervisor or HR department. Approval is at the discretion of management and is subject to company policies and labor laws.

Duration
LWOP may be granted for a specific duration. Extended or recurrent requests require a detailed justification and managerial approval.

Record Keeping
Documentation

The HR department is responsible for maintaining leave records, including the type of leave, dates, and any related documentation.

Confidentiality
Leave records are confidential and will be accessed only by authorized personnel for administrative purposes.

Contact Information During Leave
Availability

Employees on leave are expected to provide a contact number or email address where they can be reached in case of work-related emergencies.

Communication
Employees should inform their supervisors or HR department of any change in their contact information during the leave period.

By following these leave procedures, employees can request and manage their leaves efficiently, ensuring smooth operations within the company while maintaining a healthy work-life balance.
Example 02 – Leave Procedures

Finding a Templates Online that are Good Quality

Finding a simple, good quality policy and procedure manual template online can take considerable effort. There are numerous websites that provide simple, free MS Word documents you can download.

However, the majority of these are very average quality or simply don’t have much content in them. We have collated a ten websites below that offer free templates in some form or another.

10 Websites to Find Free Policy and Procedure Templates

Typically, free offerings vs paid offerings online have a considerable difference. Obviously if you are paying for templates you would expect a decent quality product. Alternatively there are subscription based services as well which have comprehensive templates within them.

However, if you are a tiny business, you may not need this level of detail for a few team members. It could just be overkill.

Some of these websites below require you to pay to get their full premium versions or access to their subscription based service.

If you are just starting out in business, it is good to keep things free as you want to watch your bottom line. So there is nothing wrong with starting from scratch, downloading some free samples and creating your Human Resources system from any of the free options below.

Free Templates Option 1 – Digital Documents Direct

Number one on the list is our template from Digital Documents Direct. We have a free version and a paid version. If you are looking for something that has a lot of detail already completed in it, that is generic, and suitable for nearly any type of business then take a look at our paid version.

So, check it out below in an easy MS Word format for you to download – 100% free with no signups or anything.

If you need more detailed versions then don’t hesitate to check out our paid versions as well. They are really for small to medium businesses and are easy to purchase, download and apply to your business in minutes.

Paid Version

Procedure Manual Template
Paid Version
Click the Image to Read More

Free Version

Procedure Manual Template
Free Version
Click the image or ‘Right Click’ and ‘Save As’.

Free Templates Option 2 – Bizmanualz

Bizmanualz

The Bizmanualz website has free templates available. Check them out and see if there is anything that suits your business.

Bizmanualz - Policy and Procedure Templates
Bizmanualz – Policy and Procedure Templates

We reviewed their website to see if there were any options that you could download for free that are useful. You need to sign up to their mailing list to get access to their free documents.

Once you have signed up – there are options for choosing free samples from several areas of their website which is helpful.

Money-Saving Bundles, Department Manuals, and Sector Manuals – so go ahead and check out what they have.


Free Templates Option 3 – Process St

Process St
Process St provide a range of free templates. If you dig into their website there are many options available.

Process St is a simple and powerful way to manage your team’s recurring checklists and procedures.

Process St - Policy and Procedure Templates
Process St – Policy and Procedure Templates

Free Website Option 4 – Template.net

Template.net
Another good resource for finding free templates is Template.net. There are plenty of things to look at on this website. Lots of ads too.

Template.net - Policy and Procedure Templates
Template.net | Procedure Templates

It looks like this website is related to TemplateLab, and SampleTemplates.com. I could be wrong however they look very similar. Still, there are plenty of templates to choose from and you can spend a ton of time looking through the templates to find something that suits you.


Free Website Option 5 – SampleTemplates

SampleTemplates.com
Another good resource for finding free templates is sampletemplates.com. Sample templates has so much stuff and continually adding more. This site looks very similar to TemplateLab with a lot of the templates taken from businesses around the world.

SampleTemplates.com - Policy and Procedure Templates
SampleTemplates.com | Procedure Manual Templates

It is very helpful to see how other people have developed their policies and procedures, but can make it difficult to actually get your document completed due to the massive amount of information that can become overwhelming.


Free Website Option 6 – Converge Point

Convergepoint.com
Converge Point is another great resource for finding free templates. There is plenty of information on this site and very professional. Integration with Sharepoint is also an option.

Converge Point - Policy and Procedure Templates
Converge Point | Policy and Procedure Templates

If you visit their resources area there is plenty of information to consider there. You could be there a while.


Free Website Option 7 – TemplateLab

Templatelab.com
TemplateLab has tons of options to look through. Their website also has tons of ads you may find your first visit a bit confusing. However, after a while you get to understand what is an ad and what isn’t.

TemplateLab - Policy and Procedure Templates
TemplateLab | Policy and Procedure Templates

There are plenty of templates available, however by the looks of it, the majority of the templates are simply taken from organizations around the world. It will take you a while to go through them all and find something relevant to what you need.


Free Website Option 8 – PowerDMS

Powerdms.com
Lots to look at here.

PowerDMS - Policy and Procedure Templates
PowerDMS | Policy and Procedure Templates

Free Website Option 9 – Templates.office.com

Templates.office.com
Microsoft has basic templates you can download. Their options are presented well and include a range of free choices.

Microsoft Office Templates - Policy and Procedure Templates
Microsoft Office | Policy and Procedure Templates

However, you may find the content is a bit thin and you might need to add a lot of your own information to make it worthwhile.


Free Website Option 10 – SmartSheet

Smartsheet.com
Smartsheet is very professional and includes a range of templates for just about anything. A lot of the templates are a bit light on detail, however there are tons to choose from.

Smartsheet.com | Policy and Procedure Templates

You may find it hard to find something specific though for your business. There are of course premium options available as well which you might want to consider.

So there are 10 websites with a huge range of free content available. Make sure you check them out.


Pros and Cons of Free Policy and Procedure Templates

Pros (For)

Green Tick It is free (obviously ( : )

Green Tick No commitment to subscriptions of signups

Green Tick It will give you an idea of what others have done and you can learn from their experiences with no cost

Green Tick If you are prepared to search you can probably find a lot of the information you need

Green Tick Overall – it is free and no commitment


Cons (Against)

Red Cross Likely to have a limited amount of content

Red Cross Likely to be unrelated to your business

Red Cross Could take you a lot of time to find a good one

Red Cross Will take you even more time to customize it to suit or combine several together

Red Cross You might need to signup with your details

Red Cross Will likely require formatting to suit your organisation

Red Cross Overall – Very time consuming


The Risk of Information Overload and Data Loss

Too much information is a massive business risk due to the overwhelming amount of information and choices online.

Platforms such as MS teams, Slack and Sharepoint are all out to get subscribers and spreading your business information across all of these platforms is just poor management.

You need one place and one place only to store all your rules, guidelines and regulations when it comes to operating your business efficiently.

Either use an MS Word document or find a platform that works for you that allows you to create backups and store information safely including allowing for the platform itself to become obsolete.

Don’t risk your whole business bay thinking the latest and greatest online App will save you because chances are one day you might find all your hard work gone.


Quality System for Your Whole Business

Once you have started to get your head around the differences of a procedure manual and a policy manual, it is time to now think about each department of your business and apply this knowledge to each area.

You need to line up all areas of your business, so they are all operating from a systems based manual.

This is a massive undertaking if you are starting from scratch.

Apply to all Areas of Your Business

You will need to apply both a Procedure Manual and a Policy Manual to all areas of your business. This could include the following areas:

  • Human Resources (HR)
  • Accounting and Finance
  • Marketing and Advertising
  • Production
  • Information Technology
  • Operations
  • Customer Service
  • Purchasing
  • Legal Department
Quality Manual System
Quality Manual System

Conclusion

Points to Note

  1. Policy and Procedure Manuals will improve your business performance dramatically and well worth the effort of creating and using in any business.
  2. Systemizing your business is extremely important. You risk failure if you don’t set standards for all aspects of your business.
  3. There are massive opportunities online to get hold of information to start your policy and procedure manual. The problem is – there is too much information.
  4. Procedure manuals and policy manuals are 2 different things. You need both.
  5. A policy and procedure manual is just a part of a quality management system. Once your business grows – you will then want to start getting formal certification in something like ISO 9000.
  6. Build your business on quality only and forget everything else. Quality comes through building an expert Quality Management System and implementing it.
  7. Detail is required for any policy and procedure manual. You need to drill down to ensure your team know all the detail.
  8. Ensure whatever platform you choose, ensure you can download and backup and easily reactivate the data should the third party decide to close the app.
  9. MS Word has to be the easiest way to get your system procedures started.

Remember – Are you building a business or a job? Building an accurate, quality policy and procedure manual will add true value to your business.

That is what you are aiming for.


Let’s Hear Your Opinion

Speak Your Mind

Got something to say about Policy and Procedure Templates? Feel free to leave your feedback below.

We would love to hear from you about how you are building your business. Are you using a Policy and Procedure Templates at the moment? Do you have any sort of Quality Management System in your business?

Have you already started creating a policy and procedure manual with MS Word? Do you use the MS Word Table of Contents?

What is your experience with sourcing free templates online? Have they been worth the effort? Feel free to make a comment below.

Procedure Manual Template + 44 Free Templates

A rendered image of an eBook displaying the procedure manual template. The eBook cover features a 3D rendering with a blue and red color scheme. The title 'Procedure Manual Template' is displayed prominently in white text on the cover. The background is plain, with no additional visual elements.
Download a Procedure Manual Template

FAQ’s – Frequently Asked Questions

How do I create a Policy and Procedure Template in MS Word?

Writing a policy and procedure template involves creating a structured document that outlines the guidelines and steps for a specific process or area within an organization. You could create your own template in MS Word and reuse it again and again. Simply use the template feature in MS Word and save in a safe place.

What is the difference between a Policy and a Procedure?

Policies and procedures are distinct but related elements within an organization’s framework for governance and operation.

How Detailed Should Policies and Procedures be in a Manual?

Procedures should be detailed enough for anyone to follow, including individuals who might not be familiar with the process. Clear, step-by-step instructions are essential.

Is MS Word Good Enough for a Policy and Procedure Manual?

Yes, MS Word is likely to be good enough at the beginning if your business is really small and you are starting from scratch. Once your business starts to grow larger you can then switch to something to manage all the data better.

What is the Easiest Way to Create Policies and Procedures in MS Word?

The easiest and fastest way to create policies and procedures for your business is to buy some already made templates. You can purchase generic templates and then modify to suit your business.

Will an MS Word Procedure and Policy Manual Improve My Business?

A Procedure and Policy manual is going to make a huge difference to your business by standardizing processes, increasing efficiency and improving moral. You cannot afford to not have one and creating one in MS Word is easy.

Where Can I find a Free Procedure Manual Template?

Free Procedure Manual Templates can be found on various websites, including template repositories, business resources websites, and document editing platforms. Common formats include Word, PDF, and Google Docs.

What is in a Free Procedure Manual Template?

Free templates are usually fairly basic and unlikely to provide you with information that is going to be suitable for your business. They could offer a beginning foundation of your procedure manual though.

Can I Customize a Free Procedure Manual Template?

Yes, most free templates are editable. You can customize the content, add or remove sections, and incorporate your organization’s branding elements for a professional look.

Are Free Procedure Manual Templates Legally Binding?

Templates themselves are not legally binding documents. However, the content within the manual, if written properly and adhered to, can serve as a legal reference in case of disputes or audits.

How Detailed Should Procedures Be in the Manual?

Procedures should be detailed enough for anyone to follow, including individuals who might not be familiar with the process. Clear, step-by-step instructions are essential.

Can I Use Free Procedure Manual Templates for Commercial Purposes?

It depends on the specific template’s license. Some free templates are available for commercial use, while others may have restrictions. Always check the template’s licensing terms.

Can I Share a Free Procedure Manual Template with Others?

Yes, you can share the template itself, but be sure to check the template’s licensing terms to ensure you’re not violating any copyrights or usage restrictions.

What is a Policy and Procedure Template?

A policy and procedure manual template is a document used on a repetitive process to create policies and procedures.

What is in a Policy and Procedure Template?

A good policy and procedure manual template will be comprehensive and have a wide variety of polices, procedures and guidelines in it allowing you to pick and choose information relevant to your business.

Will a Policy and Procedure Template save time?

A policy and procedure manual template will save you significant time creating your manual. These documents are comprehensive and take a long time to create.

Procedure Manual Template + 44 Free Templates

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