10 Key HR policies and procedures (with examples)

Clear and well-defined human resources (HR) policies are essential for creating structure and transparency within an organisation. They outline the company’s expectations for employees and provide a framework for decision-making. By understanding different HR policies and recognising which ones are legally required, businesses can effectively communicate with their teams and ensure compliance with employment laws.

What are HR policies?

HR policies are guidelines that outline how an organization handles various aspects of human resources. They provide a consistent framework to ensure HR personnel and employees make fair and informed decisions. These policies are not just for HR staff but are useful for everyone in the business, helping employees understand their responsibilities, rights, and benefits.

Some of the key purposes of HR policies include:

• Setting and managing expectations for employees.
• Communicating terms of employment
• Providing career progression opportunities.
• Aligning employees with the organisation’s mission, goals and values.
• Offering guidance for managers and supervisors.
• Supporting decision-making with a solid framework.
• Promoting a positive work environment
• Ensuring policies comply with laws and best practices

Why are HR policies important?

HR policies act as a support system, ensuring employees have clear guidelines to follow, which in turn helps managers make decisions that align with the company’s goals and values.

Some of the key reasons to implement HR policies include:

• Addressing employee complaints and grievances with a clear resolution process.
• Ensuring fairness and preventing discrimination
• Guaranteeing fair pay and benefits
• setting clear expectations for behaviour and performance
• maintaining discipline and structure in the workplace
• Adapting policies to keep up with changes in the business, such as the rise of remote working

10 Key HR policies

Health and Safety

If your company has more than five employees, UK law requires you to have health and safety inductions for new hires.

For example:

• Policy: All employees must complete health and safety training within their first week.
• Procedure: Report any accidents or near misses to HR within 24 hours.

Disciplinary action, dismissal and grievance

These policies outline the procedures for addressing employee performance issues, complaints and potential dismissals. They help protect employees from unfair treatment and ensure the company complies with employment laws.

For example:

• Policy: Employees have the right to a formal hearing for grievances or disciplinary actions.
• Procedure: Supervisors must document performance reviews and issue written warnings before considering dismissal.

Employment Classifications

It’s essential to clarify different types of employment (full-time, part-time, casual, contract) as these classifications affect things like benefits eligibility.

For example:

• Policy: Full-time employees are eligible for benefits after three months of continuous employment.
• Procedure: HR provides each employee with a classification letter outlining their employment type and benefits.

Pay and timekeeping

Pay and timekeeping policies ensure that employees understand how they will be paid and to process for tracking work hours.

For example:

• Policy: Employees are paid on the last working day of the month.
• Procedure: Employees must submit their timesheets by the 29th of the month to avoid delays in payment.

Time off and leave

This policy details how employees can request time off for holidays, sick leave, family leave, and statutory holidays. Under UK law, full-time employees are entitled to at least 28 days of paid holiday per year.

For example:

• Policy: Employees are entitled to 28 days of paid holiday, which must be requested at least two weeks in advance.
• Procedure: Use the company leave request system to book time off, subject to manager approval.

Meal and break periods

Employees need to know when and how long they are entitled to take breaks during their working day. This prevents overworking and ensures a healthy work-life balance.

For example:

• Policy: Employees are entitled to take a 30-minute unpaid lunch break for every six hours worked.
• Procedure: Coordinate break times with colleagues to maintain coverage during work hours.

Equality and diversity

While not legally required, having an equality and diversity policy is highly recommended. It ensures fair treatment for all employees and outlines procedures for addressing any discriminatory behaviour.

For example:

• Policy: The company does not tolerate discrimination of any kind in the workplace.
• Procedure: Employees can report incidents of discrimination confidentially to HR, who will investigate and take appropriate action.

Remote working

With remote work on the rise, it’s important to have policies in place that outline the expectations for employees who work from home.

For example:

• Policy: Eligible employees may remotely up to two days per week, subject to manager approval.
• Procedure: Submit remote work requests through the company’s HR system.

Personal Data

The General Data Protection Regulations (GDPR) requires businesses to be transparent about how they manage and protect personal data. This policy helps employees understand their data rights and the company’s responsibilities.

For example:

• Policy: The company will process personal data following GDPR requirements.
• Procedure: All employees must complete GDPR training and sign a confidentiality agreement.

Upskilling in HR: CIPD

For HR professionals who want to boost their skills and career prospects, a CIPD People Professional apprenticeship or Associate Diploma is a great option. These qualifications not only deepen your knowledge of HR policies and procedures but also prepare you for more strategic roles within your organisation.

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