Manage Business Document Design and Development - Thesis Proposal Example

Manage Business Document Design and Development THESIS MENT The essay explores a critical assessment of a given scenario in the Human Resource Department (HRD) of MacVille, regarding management functions of its personnel and develops standards as well as guidelines for producing documents. Therefore, the discussion made in this essay critically reviews the scenario prevailing in the HRD of MacVille, especially in relation to the policy documentation practices associated with the key functional areas including induction of new staff members and communication system of the Human Resource Management (HRM) personnel with the existing employees. In the context of developing standards and guidelines for producing documents, the discussion focuses on reviewing the policy as well as procedural documents of the company’s HRM department. In addition, the essay also develops style guide by outlining the standards for designing policy and procedure documents complied by the HRM departments of MacVille in the context of performing induction with the new personnel and communication with the existing staff members of the organization. REVIEW OF THE SCENARIO IN MACVILLE Managing and controlling of personnel are few of the key activities of the HRM department in any organization. The department is highly appreciated to play a crucial role in communicating the internal business policies and regulatory guidelines to each level of employees, irrespective of their experiences in the organizational process. Correspondingly, documentation of the policies along with effective development and storage processes have also been identified as a common set of practices of the HRM department to increase efficiency within the working environment. Furthermore, the documentation of policies and communication of the requisite information also entails organization’s credibility in accessing its stance for the development of the business policies in future (URGO Policies and Procedures Consulting, “Policies and Procedures Writing”). With due regards to a critical understanding of the scenario, the HR department in MacVille has experienced various flaws owing to its negligibility in terms of communicating and storing documents as mentioned in the company policies and regulations that is to be delivered to the staff members as and when required. However, it is worth mentioning that the process prevalent within the organization can create various future problems for the new staff members successfully accomplishing their day-to-day operations in the organization. Nevertheless, the process of providing limited information about the organization’s generic policies may lower MacVille’s credibility to differentiate its business values with the other competitors within the similar industry and market. Corresponding to the issue of communication activities, the scenario currently faced by the HRD of MacVille has also been recognized to have significant flaws in managing organizational policies. According to the case, the HRD in MacVille has experienced certain issues of inappropriate measure in managing and utilizing the documents that describe about the different operational and workplace policies for the employees. The case scenario also portray that the HR department of the organization often face hurdles to retrieve valuable organizational documents due to their storage procedures prevailing in MacVille’s management of information systems. Thus, the existing process can increase complexities to MacVille and impose major risks for the organization to streamline its operational and strategic functions. REVIEW OF THE POLICY AND PROCEDURE DOCUMENTS IN MACVILLE In relation to the current policy and procedural documents in the organization, the affirmative action policy of the organization can be identified to encompass different provisions and learning elements to enhance workplace safety and equality. The affirmative action policy in MacVille is a key HRM program developed to ensure that the department is liable to take appropriate and justifiable measures when eradicating discriminative factors in the employment processes, especially against women. However, the affirmative action policy does not involve considering any type of reverse discriminative measures against the male staff members in MacVille. Additionally, the activities, such as job promotions along with other employment decisions in the organization will be conducted in accordance with the merit and working performances of the employees, irrespective of their demographic differences including, age, gender, culture and ethnicity among others. Legislation. The legislative standards of the affirmative action policy in MacVille are aligned with the Commonwealth Affirmative Action of the Equal Employment Opportunity for Women Act 1986. According to the Common Law of 1986, No. 91 in the Section 1, Affirmative Action (Equal Employment Opportunity for Women) Act 1986 was enacted to enable organizations for promoting equal opportunity for women employees in the workplace. In relation to the basic understanding of the Law, the Act was developed with the aim of emphasizing equal opportunities for female employees by adapting strong measures against the discriminations being conducted within the organization. With due consideration to the SEC 3 of the Act, the affirmative action program is basically developed in order to ensure that the female employees are also free from any type of discrimination regarding employment or any other rights within the organization (Commonwealth of Australia unless noted otherwise, “Affirmative Action (Equal Employment Opportunity for Women) ACT 1986 No. 91, 1986”). In compliance with the policy guidelines in the Affirmative Action (Equal Employment Opportunity for Women) ACT 1986, the policy program in MacVille will be highly focused on developing realistic goals and objectives. Additionally, an assessment activity will also be conducted in order to ensure that the pre-requisite objectives associated with the policy program are addressed across different operational segments in MacVille. Responsibility for the affirmative action program for women. The supervisory staff members and business managers are also deemed responsible to oversee that the Affirmative Action Program activities for Women is effective as desired and ensure that they are effectively developed and implemented in MacVille. Moreover, the business managers associated with the program will ensure that the personnel policies and practice guidelines operating in MacVille are reviewed in response to its desired outcomes of protecting equal rights for women in the workplace. Additionally, the participation of staff members will also be encouraged throughout the program to ensure that equality of each women employee is addressed in the organization. Expenses Policy. In relation to the Affirmative Action program in MacVille, the key purpose of the action policy is to ensure that the business managers and other personnel in the organization are reimbursed appropriately as per the expenses for work-related activities. The expense policy of the program is hereby designed so that MacVille can possess adequate right to claim the taxable expenses associated with the activities in the program. Meals and entertainment. In order to increase efficiency of the proposed Affirmative Action Program, meals and entertainment that are required for conducting the activities will highly focus on ‘maintaining a clear and reasonable cost. It will also help to minimize issues associated with costs for meal and entertainment activities in the program. The Business Meal/drink. In relation to the proposed Affirmative Action program plan, a meal will be classified as a business meal, which will be conducted to host business discussions among the key personnel, with reimbursable facility. These discussions can be conducted within the business premises with adequate significance towards maintaining privacy of information and presence of each personnel and business managers of MacVille. The Incident/Hazard Report within the program must also provide the details about date and time along with appropriate location of the incident. The form will also describe about the type of incident and injury that the individual has undergone while conducting the program activities. Contextually, the reimbursement activities of the expenses/temporary cash advance of the administrators involved with the program will be required to claim a tax invoice of the cash advances or expenses. In this regard, an Expense Reimbursement Form will be developed and submitted with appropriate receipts in order to claim reimbursements that might be generated from different activities linked with the proposed program in MacVille. In case of any safety measure, each employee, irrespective of their roles in MacVille, will be responsible to ensure that the activities undertaken by them involve adequate safety to protect employees from different accidental events. In this regard, maintaining health and wellbeing of each working staff member is counted among the foremost priorities in MacVille while conducting the program. Therefore, HR departments and managers are highly committed to the goal of no Injuries by ensuring that the possible incidental events are prevented. Additionally, an Incident/Hazard Report has also been completed and submitted to the Workplace Health and Safety Office by addressing possible accidental records with MacVille. The form also encompasses different areas of the incident by explaining each aspect of the hazards and type of injuries that may be experienced by the victim while performing the Program. Professional Development Policy. The scenario of MacVille, the professional development policy is designed with the aim of strengthening managerial capabilities of the individuals by delivering appropriate educational support as well as conducting continuous training and development activities. The primary responsibility of MacVille is therefore concentrated to identify the need of each individual staff members who are seeking for stabilizing their personal growth while working in this organization. The key purpose of the professional development policy in the Affirmative Action program of MacVille is thus to offer proficient development opportunities for the personnel and faculties who are determined to obtain the determined activity goals in the program. In order to obtain the key purpose of the professional development initiatives, the supervisors and other individuals in MacVille will be provided with Professional Development Application. The procedure will also help to define the existing problems faced by the members towards increasing their professionalism. 3. STYLE GUIDE FOR DESIGNING POLICY AND PROCEDURE DOMENTS Purpose Highlighting information encompassed regarding the key purpose of the policy Summarizing objectives to clarify importance of the subject matter Providing relevant references with justifications with regards to the key purposes of the policy Definitions/Title of the Policy Ensure that the name provides a clear explanation of the area to be addressed The measures to be undertaken provides a clear understanding about the key topic area must be assured Brief Description about the standards: Clear description of the standards with appropriate format intending addressal of the audience’s needs/purposes Ensure that policy standards display the information in a readable format Documentation Procedure Ensure that the documents associated with the activity information are kept separately in a secure and easily retrievable format Each item contained with program information are stored with the activity names Address The document must be developed by an accessible font and style to ensure a readable format Bullets and numbering of activities/sub-activities are used in accordance with their sequences Ensure that information of activities are considered under different heading in order to increase clarity of the documents MACVILLE DISCIPLINARY DISMISSAL POLICY Part 1: Title 1. An employee’s contract of employment may be terminated by either the employer or the employee, providing the notice required under the Award or the Industrial Relations Act 1990. 2. Where the prescribed notice is not provided, the employee shall be paid wages in lieu of notice, or the employer may withhold wages due for payment, as the case may be, equivalent to the notice not given or received. Part 2: Purpose 1. Notwithstanding Part 1 mentioned above, where any employee is guilty of misconduct, the contract of employment may be terminated instantaneously. In such cases, the providence of notice there or payment in lieu of notice is deemed inapplicable. 2. Where it is alleged that an employee is guilty of misconduct, the employee shall be provided with details of the allegation/s and be given a reasonable opportunity to respond to the same, prior to take a decision of either terminating the employee or to issue a written warning. Source: (URGO Policies and Procedures Consulting, “Policies and Procedures Writing”) Part 3. Brief Description of the Policy 1. Where it is alleged that an employee’s capacity or performance is unsatisfactory, the below illustrated procedure should be followed. The existence of this procedure shall not prevent an employee being dismissed in accordance with Part 2 above. 2. The initial discussion and direction will be provided on an informal basis by the business manager or other authorized person. The employee shall be advised that such discussion from part of the process arising out of Clause 3.1. 3. If the problem/s persists, the business manager or other authorized person will discuss the following with employees: i. The matter/s of concern ii. Actions necessary to resolve the concerns iii. A timetable for improvement to be evidenced iv. Input including explanations will be sought from the employee 4. As a result of this discussion, the business manager or other authorized person will notify the employee in writing, regarding those matters in question discussed per Clause 3.5 5. This notice will be signed and confirmed by the employee to record the discussion in section (3) above. If there is a disagreement as to the content of the notice, the employee shall have the opportunity for his/her view to be placed on the record 6. Appropriate monitoring and counselling shall then be provided to the employee by the manager or other authorized person 7. Where the problem/s is/are not rectified through the use of the above process, the employee’s contract of employment may be terminated Part 4: Documentation 1. At any meeting or discussion forming part of the process in Part 2 or 3, the employee may be accompanied by a Union representative or other person of the employee’s confidence Part 5: Address i. On request, a dismissed employee will be provided with a written statement of reasons for dismissal. Works Cited “Affirmative Action (Equal Employment Opportunity for Women) ACT 1986 No. 91, 1986.” Commonwealth Of Australia Unless Noted Otherwise, 2014. Web. 06 Jan. 2015. “Policies and Procedures Writing.” URGO Policies and Procedures Consulting, 2013. Web. 06 Jan. 2015. Read More