9 Must-Have Policies And Procedures For Every Small Business

Every business has a set of defined policies that govern its activities and operations. It includes the rules and ethics that the company follows while performing various operations and tasks. They are used in every aspect of the organisation, from servicing customers to managing employees. It helps define the responsibilities of the workforce and implement internal controls to maintain efficiency.

Business policies are needed for effective communication and achievement of goals. It ensures coordination and a positive work culture that takes the problem-solving approach. However, most new entrepreneurs in Melbourne are unsure about the establishment of policies in their organisation because of a lack of experience. Without these guidelines, management can be challenging. So, here is a list of nine policies and procedures that small businesses must adopt. These assist in the creation of an organised and productive entity.

1. Safe Workplace Policy

The safety and well-being of the employees, customers, suppliers and visitors in the workplace is the responsibility of the employer. Businesses must have a Work Health and Safety (WHS) policy, which involves providing a safe environment to everyone in the office. It covers rules that must be followed to reduce risk and hazards during manufacturing and handling of equipment.

All businesses must comply with the laws and regulations in Victoria, such as Vic Compliance Codes and codes of practice, Occupational Health and Safety Regulations 2017, WorkSafe Victoria and Occupational Health and Safety Act 2004.

2. Office Code of Conduct Policy

If you have purchased a business for sale Melbourne, you must set the code of conduct policy. It states that the workers must follow the operational procedures and work ethically. The code dictates the behaviour, language, dress code and communication expected from the employees.

They must work honestly and sincerely towards the growth of the entity and show responsibility towards their assignments. The Human Resources Department must warn employees who violate the code of conduct. If they still do not change their behaviour, the business must seek the intervention of an employment lawyer to take the desired action.

3. Workplace Internet and Email Policy

Every small business offers internet access and email account utilisation to its employees. They must regulate its use to ensure workers are not using the facility for personal gains. The Internet and email policy refrains workers from sending obscene and offensive messages.

It limits accessing objectionable and adult-rated content via the internet in the office and sending sensitive business information to competitors. It also restricts the use of workplace internet for gambling and illegal activities. Internet and emails should be used for work-related purposes only. Employees who breach the policy have to face legal action or even termination.

4. Inclusivity and Diversity Policy

Victoria has a multicultural society, making it necessary for small businesses to implement an inclusion policy. It aims to create an equitable workplace with people from different religions, cultures, ethnicities, gender, sexual orientation and colour working together as a team.

It ensures there is no discrimination, bullying or harassment against anyone during recruitment, delegation of work and collaboration with different departments. All employees are treated with respect and extended opportunities for growth. Everyone should be provided with a positive work culture that encourages a healthy work/life balance.

5. Business Privacy Policy

If your small business gathers and deals with customer information, it needs to have a privacy policy. The up-to-date privacy policy must be uploaded on the company website to showcase the utilisation of customer information by the business. It must provide details about the type of information collected and the way of gathering data.

Budding entrepreneurs looking for e-commerce business opportunities in Melbourne must work on this policy. The guidelines should provide the methods of storing private information and security measures used to keep it safe. It should also provide the reason behind holding the information and disclosing it to others. The policy should also cover how customers can access their information and make changes or complain about the disclosure of their private details.

6. Purchase and Return Policy

Entrepreneurs who acquire businesses for sale Melbourne must ensure they have a purchase and return policy to guide these operations. The purchase policy describes the terms of buying stock and equipment. They must procure the raw materials, tools and resources honestly and legally.

The refund and payments policy is imperative for small businesses because consumers are entitled to it if the product does not meet their basic rights. Businesses cannot deny refund or replacement if there is a major problem with the products and should offer repair and refund for minor problems.

7. Corporate Social Responsibility Policy

With sustainability taking precedence in the country, it is vital to have a corporate social responsibility policy for small businesses. Most customers look for this aspect of the entity before buying. Thus, every venture should devise a strategy that ensures taking steps towards the betterment of the community and working for social causes.

It must lay down the guidelines for maintaining a sustainable workplace that is focused on reducing its carbon footprint. In addition, it must outline ways of increasing ethical ways of production and promotions that do not harm the environment and the surrounding community.

8. Human Resource Policy

Employees are the biggest strength of a small business and help in the accomplishment of goals. Entrepreneurs must devise a human resource policy to satisfy them and reduce turnover. The policy must lay down the regulations for employment contracts, leaves, salaries and wages, superannuation, taxes, workers’ compensation and anti-discrimination.

It should also include a process for registering employee complaints and the steps for dealing with the issue. It must identify people who can be contacted in times of disputes and harassment for confidential discussions. The policy must be directed at building a safe, healthy, positive and progressive workplace for everyone.

9. Remote Work Policy

The pandemic has made remote work a norm in various small businesses. It is encouraged by companies to reduce their employee expenses and increase their productivity because of better work/life balance. However, developing a remote work policy is vital if you have purchased a Melbourne business for sale to ensure adherence to privacy and confidentiality norms.

To avoid injuries, they should be provided with health and safety guidelines while working from home. They must have healthy working conditions and use the desired tools to communicate consistently with other team members. They must be allowed appropriate breaks and work hours.

Wrapping Up

Small businesses need robust policies and procedures to organise and streamline their operations and workforce management. The policies mentioned above can help establish the obligations and responsibilities that will move the entity towards excellence and success.