When aiming to create new policies and procedures, it can be a lengthy and stressful process depending on the topic and how employees receive the new process. In our workplace, we often settle and become comfortable with our daily routines. The slightest change can cause a lot of discomfort and issues in the workplace.
5 Quick Implementation Tips for New Policies and Procedures
- Involve key employees and stakeholders. Those who will be most affected by the change should play an active role in the change and creation of the new procedure. Not only will this help ease the transition into implementing the procedure, since they are actively involved in that procedure, their ideas and input may be more useful than that of the decision makers and managers who oversee that procedure, but don’t perform it on a daily basis. Involving key employees and stakeholders helps to ensure a smooth transition and the proper creation and implementation of the procedure.
- Inform before implementation. The simple but important act of informing everyone who will be impacted by a change before it occurs of that change will help maintain employee satisfaction and give a chance to receive feedback and opinions on the change that may be useful. No one likes to wake up and have their world flipped upside down, ease the transition by informing your employees of the change before it’s implemented.
- Practice before publishing. The only way to truly know if the new procedure you will put into place is properly crafted and covers all aspects of the proper execution of the process is to practice extensively with those who will carry out the procedure on a daily basis. This will help the employees get used to the new process and help the managing team and decision makers see if any changes need to be made before putting the procedure into writing.
- Hold meeting or virtual conference. Depending on the size of the procedure, the size of your organization, and who it will affect, holding a meeting or virtual conference to fully explain the procedure, how it will work, pass out specific instructions, and fielding questions may be the best thing you can do through the process of implementing a procedure. This should take place after ‘inform before implementation’ mentioned above, and ideally would occur the week before the new process goes into effect.
- BPM Software. Business Process Management (BPM) software can help with many aspects of processes and procedures including organizing your procedures, making it easy to make updates, and automating manual processes.
Example procedure: Opening procedures for a bank branch
Scenario: A bank branch recently discovered that their opening procedures were not protecting employees and the business from potential robbers. To make the work environment safer for employees, management has decided to create a procedure that employees who open the bank each day will follow to ensure safety.
- Involving key employees and stakeholders: The managers of the bank branch along with all employees who may be involved with the opening process are invited to participate and work with management to create the proper opening procedure changes needed.
- Inform before implementation: All employees at the bank are sent an email saying that the change is upcoming to ensure employee safety.
- Practice before publishing: The opening team practices the new opening procedures while management observes and takes notes. After the practice, all of those involved debrief and discuss if the process should be updated.
- Hold meeting or virtual conference: The Friday before the new process is put into place, the bank employees meet to go over the procedure, ask any questions, and make sure everyone is aware of the change and comfortable with performing it.
- BPM Software: The new procedure is inputted into the BPM software where it can be viewed and updated.
Although management is often responsible with making changes in processes and procedures, the changes usually affect employees that are not involved in creating them. Make sure to involve employees who will be affected and be open to discussing and working with them to make the new implementation an easy and smooth transition.