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Of New Policy/Procedure












Guidelines : Of New Policy/Procedure

Announcing New Policies or Procedures to Employees

Guidelines and Alternate Phrases

  • Summarize the new policy or procedure immediately without getting bogged down in minute details. Include effective dates.
  • Beginning October 1, we will implement a new procedure for shipping library materials to our field training sites. All orders for videos, periodicals, audio series, or other packaged courses must be placed through Jan Graves. After you phone her (ext. 3456) or drop her a note with your order, she will ship your materials to you within 24 hours.
  • Effective immediately, we will stop charging entry fees for the activities provided at the Hayen and Bostonian entertainment centers. All activities at these sites will be completely free to employees and their guests.
  • The board of directors of the Poppercorn Bureau has adopted a resolution to suspend funding of the Poppercorn Bureau and Affiliates’ pension plan as of January 19–. The old plan will be replaced by a money-purchase defined contribution plan.
  • We have finalized plans to computerize all payroll deductions for both hourly and salaried employees. The current pay period will not be affected; rather, all of these changes will go into effect March 15.
  • Effective with our February tours, an LLC representative will meet each group of clients as they begin their tours and will complete a checklist of details to ensure their security and ours while they are on the grounds.
  • Use a positive, upbeat tone (rather than a scolding tone) that makes readers feel as though the change is to their benefit or at least to the benefit of the employees as a whole. Giving adequate explanations goes a long way in helping employees accept changes.
  • This system is currently being used by only 15 percent of our customer base, and the expense of the extra handling negates any profit on these orders.
  • While some of you have enjoyed the convenience of…, we think the added value of…will more than compensate for the extra time required to….
  • Although these new guidelines will not apply to every situation, they will address the majority of your concerns about trades, including client proprietary information, discrepancies in order amounts, and breakage reimbursements.
  • We think after you’ve had time to use the new system, you’ll agree we can offer a much superior service to our customers. And after all, they are our bosses.
  • We know this procedure generates more paperwork, and that takes time. But we also are confident this closer scrutiny of expenses will help us cut production costs in the long run. And, of course, profitability affects all our salaries and benefits.
  • There may be some confusion in the interim period, but we think the changes will be well worth any initial frustration with the learning curve.
  • Address the most obvious concerns with specific details. Then give readers a source for questions that will arise about exceptional situations.
  • Of course, you will have questions about the new commission rates. We’ve provided an attached listing of….
  • The specifications for the new equipment sound restrictive and costly. In fact, they are not. In the chart below, I’ve compared….
  • You may have questions about your benefits, your rights, and even the advantages of staying in such a business partnership. We have prepared a list of key people with their addresses and phone numbers so you can direct your questions to the most knowledgeable source. They are expecting you to call and will be glad to calculate for you….
  • Let us answer your questions fully. Rather than talking to your fellow employees, family members, and other community leaders who may or may not have all the facts of this situation, we encourage you to direct your questions to two top authorities in this field. We have Dr. Tony Gordon and Dr. Marian Harmtle on retainer for the next three months to offer telephone advice and other assistance, as necessary.
  • Express appreciation for their cooperation.
  • You have always been so careful in implementing new procedures we have no concern that you will have difficulty with this ruling.
  • Thank you for your usual cooperative spirit.
  • Thank you for helping us help our customers.
  • We appreciate your willingness to try new ideas we hope will save us all time and money.
  • Once again, we are depending on your willing cooperation on the front lines. You are the ones who make us look good to our customers.
  • With careful attention to detail and a willingness to improve in every phase of our operation, together we can turn this company around.
  • We appreciate your willingness to make changes whenever we receive valuable feedback about how we can run our business more efficiently.
  • Thank you for taking the time to learn this new procedure. We think it’ll make your job easier.
  • Thank you for accepting this new policy as a necessary step in growing a business.
  • With special care and a can-do attitude, we can make the difference in this year’s bottom line.
  • We think this new procedure is just what the doctor ordered for this new product line. Go make your customers well and happy.
  • Thank you for your help in making this work.

Example 1: Example letters for new policies

Memorandum

TO: To All Employees

FROM:

DATE:

SUBJECT: New Parking Arrangement

On March 1, all employees with a Firestone building access card will be eligible to park in the Hyson parking garage after normal working hours. The cost will be only $1 per entrance, billed directly to the company rather than to you as individual employees. Simply turn in your parking tickets to Charon Jones so we may verify accurate billing from the parking garage.

This new parking arrangement covers the following hours:

5:30 p.m. to 7:00 a.m. Monday through Thursday

5:30 p.m. Friday to 7:00 a.m. Monday

We want to remind you also that access cards are to be used only by employees, not guests or family members visiting after hours. Please cooperate with the building guards if they ask anyone entering the building with you after hours for their identification badges.

We are happy to have been able to work out this parking arrangement for those of you working late and on the weekends. Thank you for helping us with the security and billing issues. If any of you have questions about the security provided, please contact the guard on duty (ext. 3456).

Example 2: Company procedures and policies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To the Men and Women of AT&T:

In January 1990, we will begin to offer you one of the nation’s most comprehensive benefit packages supporting work and family matters. The agreement we signed in May with the Communications Workers of America and the International Brotherhood of Electrical Workers broke new ground. Many believe the scope and variety of the initiatives in our Work and Family Program will set new standards for corporate America.

Providing benefits that are responsive to the needs of employees and their families is a tradition at AT&T. The Work and Family Program not only continues that tradition but recognizes the changes in American families that are affecting our lives.

Today many children are living with parents who both work. Many adults are caring for elderly parents. If you face these conditions, you know how tough it is at times to balance work and family. The purpose of this program is simple. We want to make it easier for you to meet your obligations both at AT&T and in your life outside of the workplace.

This booklet describes each of the 10 initiatives that comprise the Work and Family Program. I hope all of you will read it carefully. Even if you don’t have a personal need for the support they provide, they will no doubt apply to your co-workers, your boss, or someone you supervise.

The way we address the family concerns of AT&T people is an important issue for all of us–a competitive issue. Not only will these initiatives benefit you, but they will also benefit our customers and, ultimately, those who invest in our business. The Work and Family Program is an important investment in the future. These initiatives will help us attract and keep the talented workforce we need to win in the marketplace, and they will help all of us maintain a healthy balance between our work and families, so we can concentrate on giving our customers the best we have to offer.

Sincerely,

Bob Allen

Note: Reprinted with permission by courtesy of AT&T.

Example 3: New procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Volunteer Program at St. Sebastian’s Children’s Hospital—Paid Leave

Beginning October first, we will offer all employees one day paid leave per month to volunteer with our corporate charity partner, St. Sebastian’s Children’s Hospital.

Contact our community projects coordinator, Peg Van Dorn, to find out about volunteer opportunities at the hospital. Peg will serve as your liaison with the hospital, registering you with the hospital, placing you in a volunteer assignment, and giving you the proper form for your supervisor’s approval.

We think this program will help the children of Philadelphia and give Freedman Enterprises a more visible presence in the community. For those of you who have always meant to volunteer but haven’t quite gotten around to it, we hope this program provides the incentive you need.

Example 4: New policies procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Annual Safety Week, June 14–19

June 14–19 is Annual Safety Week at the refinery. It is a time for us to reflect on what we could have done better this year and work on improvements. We have planned a series of safety seminars as well as a couple of surprises—emergency safety drills—throughout the week.

The following is a schedule of seminars:

Monday June 14—Emergency Safety Procedures:
9:00 a.m.–10:30 a.m.—Building B, Room 200
Mandatory for all employees

Tuesday June 15—Chemical Storage and Handling:
3:00 p.m.–4:30 p.m.— Building B, Room 218
Mandatory for laboratory technicians

Wednesday June 16-—Pressure and Heat Gauge Safety:
1:00 p.m.–2:00 p.m.— Building A, Main floor
Mandatory for loaders, machine operators, machine technicians

Thursday June 17—Reviewing 1997 Safety Records:
1:00 p.m.–2:00 p.m.—Building B, Room 218
Mandatory for all supervisors and foremen

Friday June 18—Fire and Spill Safety Review:
3:00 p.m.–4:30 p.m.—Building B, Room 218
Mandatory for all supervisors and foremen

Accidents this year are down 25 percent from last year. That is an improvement. However, none of us will be satisfied until we are accident-free. Thank you all in advance for taking time out of your busy schedules to re-focus our attention on safety.

Example 5: New policy letter for company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Copy Machine and Supply Closet Log Books

On Monday, log books will be placed at the copy machine and the supply closet. When you use the copy machine mark the date, time, number of copies made, who the copies were made for, and your name. If you take supplies from the supply closet mark the date, materials taken, who they are for, and your name.

We appreciate your cooperation in using the log books consistently. Once we have a record of where our inter-office resources are going, there will be less chance that we place wasteful or insufficient orders.

Example 6: New policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Spouses Invited to Annual Convention in Palm Springs

We are pleased to make this year’s convention a family affair.

The spouses of those employees going to our annual convention in February are invited to attend. In the past, the attendance of husbands and wives was cost prohibitive. Because of our growth this year and a special arrangement with Palm Hotel, we are pleased to cover air fare and hotel expenses for spouses.

If your spouse plans to attend, notify Jerry Richards before December 20 so he can make reservations under our special rates at Palm Hotel.

Example 7: Sample letters for changing the new plans & procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reserve Parking Lot Area for Customers

We will reserve the first two rows of parking spaces at the west entrance for customers only. This policy will take effect on Monday.

Leaving these parking spaces clear is just part of our effort to provide the best customer service possible. Ultimately, we are the ones who reap the benefits of having happy customers.

Thanks for your cooperation.

Example 8: Notify employees of a new policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Access to Samples and Promotional Materials

It has been reported that some employees are taking product samples and t-shirts for personal use. We are instituting the following policy in order to ensure the effective use of samples and promotional materials. They are designed to solicit and maintain clients’ business. I am sure that’s a goal we all support.

Effective March 30, only sales representatives will be allowed to distribute free samples and promotional materials. Others who wish to distribute such items must receive written authorization from Sarah McMillan, promotional director.

Example 9: Memos for new policy for employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Direct Deposit of Paychecks

We are pleased to offer a direct deposit pay option starting the first week of August. Employees who choose direct deposit will have their bank accounts automatically credited with their salary each Friday. Instead of receiving a check in your mailbox, you will receive a deposit slip.

If you would like to be paid by direct deposit, Beverly will give you a form asking for your name, address, the name of you bank, your account number, and account type.

Example 10: New policy inform to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: On-Line Book and Document Requests—Trial Period

On September first, we will begin a two-week trial period of an on-line book and document request system from the law library. During this trial period you are encouraged to make library requests via the Web site created by Dave Kreeger at the retrieval desk. The address is http://www.librequest.org/hogan&pavlanski.

When you go to Dave’s site you will fill-out an electronic order form similar to the paper order forms the library currently uses. Dave will respond via e-mail when the item you requested is ready to pick-up.

Although you can still go to the library and fill out a paper request form during the trial period if you choose, we hope to transfer to an all electronic system by the beginning of October. This system will help us better monitor our library transactions.

     

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