FACULTY : ENGINEERING National University of Science and Technology

“Think In Other Terms”

DEPARTMENT : CIVIL AND WATER ENGINEERING
STUDENT NAME : RUSSELL RASHON MUCHAFA STUDENT NUMBER : N02017015A
COURSE NAME : ENGINEERING COMMUNICATION SKILLS
COURSE CODE : TCW1103
PRESENTATION NO 3 : DESIGNING ORGANIZATIONAL POLICIES (TOPIC 14 )
LECTURER : LUZANE T.L
GROUP NAMES GROUP STUDENT NUMBERS
SCHANTEL KUDZAI CHINGWARU N02017866G
MUNYARADZI RYAN CHIMUKOKO N02017103W
JACOB MWANAKWAYE NO2018020N
ROLLAND RUNESU N02021983X
RUSSELL RASHON MUCHAFA N02017015A
 OB J EC T I V E S
D EF IN ED A N D E XP LA IN ED
ORGANIZATIONAL POLICY
O RG A N IZ A T ION A L P O L IC IES
S T YPES AN D EX AM PL ES OF
DISCUS
G AN IZA T IO N A L P O L IC Y
DESIGNING OR
POLICY DEFINED
• IT’S A SET OF RULES THAT GIVE
DIRECTION TO THE EMPLOYEES AND
USERS ABOUT SECURITY.

• A WORKPLACE WITHOUT RULES

AND TERMS FOR WORKERS TO
ABIDE TO IS CERTAINLY A RECIPE
FOR DISASTER.
POLICIES SERVE A VITAL PURPOSE IN STRENGTHENING, SUPPORTING, AND PROTECTING AN ORGANIZATION FOR ACCEPTABLE
BEHAVIOR WITHIN THE WORKPLACE, AND SERVE AS A GUIDELINE FOR THE BEST PRACTICES IN PARTICULAR OFFICE SITUATIONS.
THEY PROVIDE THE FOUNDATION FOR TECHNICAL CONTROL.
 S E Q U EN C E S IF A P O LI C Y
THERE ARE ALSO CON IS BROKEN
A D R IV E R , Y O U W IL L B E
ITS JUST LIKE BEING O N T HE R O A D
R TA IN R U L ES
FOLLOWING CE Y O U C O U L D
R E B R O K E N
AND IF THOSE RULES A R R E SP O N S IB LE
BE FINED B Y P O LI C E O
O R E V E N L O S E Y O U R D R IV ER’S
AUTHORITIES LICENSE

MA K E Y O U LO SE Y OUR JO B
TE RMS C A N TERMINATE OR
BREAKING P O LICY
ORGANIZATIONAL POLICIES SHOULD CONTAIN
• EFFECTIVE DATE
• APPROVERS
• RESPONSIBLE PARTY
• PRIMARY CONTACT
• RELATED POLICIES
• LAST REVISION DATE
THESE ARE ALL IMPORTANT TO TELL A STORY OF HOW THE POLICY WAS CREATED AND WHO IS
RESPONSIBLE FOR THAT IF THERE HAPPENS TO BE ANY QUESTIONS
ORGANIZATIONAL POLICIES SHOULD
• NOT CONTAIN SPECIFIC TECHNOLOGY OR COMPANIES
• NOT CONTAIN HOW TO IMPLEMENT THE POLICY
• BE REVIEWED PERIODICALLY-EVERY THREE 3 OR WHEN
CIRCUMSTANCES CHANGE

• BE USED FOR AUDITING TO ENSURE RULES ARE FOLLOWED

• BE DISSEMINATED TO A LARGE GROUP
• VETTED BY STAKEHOLDERS
 TYPES OF TYPICAL POLICIES
FUNCTIONAL POLICY ~THESE ARE PREPARED FOR DIFFERENT FUNCTIONS SUCH AS PRODUCTION, MARKETING, FINANCE, PERSONNEL
ETC..

ORIGINATED POLICY ~POLICY WHICH IS INITIATED BY THE MANAGERS AND IT IS PREPARED FOR THE GUIDELINES OF THE
SUBORDINATES (ALSO KNOWN AS INTERNAL POLICY)

APPEALED POLICY ~IS FORMULATED ONLY ON THE REQUEST OF SUBORDINATES AND IT HELPS THEM TO HANDLE SOME SITUATIONS
IMPOSED POLICIES ~FORMULATED OR IMPOSED UPON AN ORGANIZATION BY OUTSIDE FORCES SUCH AS THE GOVERNMENT, TRADE
UNIONS, TRADE ASSOCIATIONS ETC.. (ALSO KNOW AS EXTERNAL POLICY)

GENERAL POLICY ~DOES NOT CREATE ANY IMPACT ON THE PERFORMANCE OF THE EMPLOYEES AND IT CAN REPRESENT THE PHILOSOPHY
OF THE TOP MANAGEMENT EXECUTIVES FOR INSTANCE MOTIVATING EMPLOYEES TO PERFORM THE JOB IN A BETTER WAY

SPECIFIC POLICY~ FORMULATED WITH REGARD TO ANY SPECIFIC ISSUE SUCH AS TRANSFER, PROMOTION, COMPENSATION ETC..
 TYPES OF TYPICAL POLICIES
WRITTEN POLICY-FORMULATED AND INTIMIDATED IN THE WRITTEN FORM
IMPLIED POLICY-INFERRED FROM THE BEHAVIOR OF THE SUPERIOR
MAJOR POLICY-GIVES A UNIFIED DIRECTION TO THE OVERALL CONCERN AND IMPLIES THE COMMITMENT OF THE RESOURCES
SUPPORTIVE POLICY-MEANT TO BE FORMULATED TO SUPPORT THE MAJOR POLICY
MINOR POLICY-MAY RELATE TO SOME ROUTINE MATTERS OF SOME LESS IMPORTANCE
COMPOSITE POLICY-MAYBE USED TO ACHIEVE ONE OBJECTIVE
EXAMPLES OF ORGANIZATIONAL POLICIES
FINANCIAL POLICY-THIS CAN HELP MONITOR AND MANAGE THE FINANCIAL EXPENDITURES OF THE COMPANY ALONG WITH
TRACKING ALL MONETARY TRANSACTIONS AND APPLYING ADEQUATE STATUTORY REPORTING REQUIREMENTS

THE FOLLOWING IS A LIST OF OTHER EXAMPLES OF POLICIES :

PRIVACY POLICY
SECURITY POLICY
ETHICS POLICY
MARKETING POLICY
RECRUITMENT POLICY
TRAINING POLICY
INSURANCE POLICY
DESIGNING ORGANIZATIONAL POLICY
oDESIGNING ORGANIZATIONAL POLICIES IS A LONG, DAUNTING TASK THAT MUST BE ADMINISTERED
CAREFULLY AND THE FOLLOWING STEPS CAN BE USED IN DOING SO :

IDENTIFYING THE NEED

DETERMINING WHO TAKES THE LEAD
GATHERING INFORMATION
CREATING A DRAFT
CONSULTING STAKEHOLDERS
FINALIZING THE POLICY
CONSIDERING ESSENTIAL PROCEDURES
 IDENTIFYING THE NEED
• AN ORGANIZATIONAL POLICY CAN BE DEVELOPED FOR
TWO REASONS WHICH ARE ANTICIPATION OF A NEED
AND IN RESPONSE TO A NEED

• THIS IS WHY AN ORGANIZATION MUST CONSTANTLY

EXAMINE ITS CURRENT ACTIVITIES, WORK
RESPONSIBILITIES, AND EXTERNAL ENVIRONMENT IN
ORDER TO PINPOINT THE NEED FOR SUCH POLICIES

• THIS ENSURES THAT THE IMPLEMENTED POLICIES

CAN ACTUALLY CONTRIBUTE TO THE ORGANIZATION
IN A POSITIVE WAY, INSTEAD OF WASTING TIME AND
RESOURCES ON INEFFECTIVE POLICIES
  DETERMINING WHO TAKES THE LEAD
• WHEN DEVELOPING CORPORATE POLICIES, THERE
MUST BE A SPECIFIED GROUP OF INDIVIDUALS
ASSIGNED TO STUDY AND ASSESS EXISTING
PROBLEMS AND THEIR PROPOSED SOLUTIONS

• THIS RESPONSIBILITY MUST BE APPOINTED TO AN

INDIVIDUAL, A WORKING GROUP, OR A SUB-
COMMITTEE, CONSISTING OF MEMBERS THAT
POSSESS EXPERTISE IN THE DESIGNATED FIELD

• THIS GUARANTEES THAT THE POLICY IS MADE BASED

ON RELIABLE DATA AND PROFESSIONAL KNOWLEDGE
 GATHERING INFORMATION
• BEFORE YOU BEGIN CREATING AN OUTLINE OF YOUR POLICY, MAKE SURE YOU DO YOUR RESEARCH FIRST
• SINCE POLICIES ARE IDEALLY BUILT ON A LEGAL FOUNDATION, ITS IMPORTANT THAT YOUR POLICIES
CONFORM TO THESE STANDARDS

• YOUR UNDERSTANDING ON A CERTAIN MATTER MUST ALSO BE ACCURATE AND UP TO DATE

• IF OTHER ORGANIZATIONS HAVE TACKLED SIMILAR ISSUES IN THE PAST , THEN YOU CAN USE THIS AS
YOUR POINT OF REFERENCE

• YOU MAY ALSO UTILIZE VARIOUS POLICY EXAMPLES AND TEMPLATES FOR GUIDANCE
 CREATING A DRAFT
• WHEN WRITING A BUSINESS OR A TECHNICAL
DOCUMENT, ITS ALWAYS GOOD TO START WITH A
DRAFT AND THIS WILL MAKE IT EASIER TO APPLY ANY
NECESSARY CHANGES TO THE PAPER

• YOU SHOULD ALSO ENSURE THAT THE WORDING AND

COMPLEXITY OF THE PROPOSED POLICY ARE SUITABLE
TO THOSE WHO ARE SET TO EFFECTUATE IT
 • ORGANIZATIONAL POLICIES ARE MOST EFFECTIVE
WHEN THOSE INVOLVED OR AFFECTED BY IT ARE
FIRST CONSULTED

• THIS WILL GIVE STAKEHOLDERS THE OPPORTUNITY

TO BECOME A PART OF THE WHOLE PROCESS

• THIS WAY, THEY MAY IDENTIFY ANY LAPSES

PRESENTED IN THE DOCUMENT, OR POSSIBLE
CONCERNS THAT NEED TO BE ADDRESSED BEFORE
ANYTHING BLOWS OUT OF PROPORTION

• DEPENDING ON THE FOCUS OF THE SAID POLICY, THE

 CONSULTING ENTITIES YOU WISH TO CONSULT MAY INCLUDE

STAKEHOLDERS SUPPORTERS, STAFF MEMBERS, THE MANAGEMENT

COMMITTEE AND OTHER BENEFICIARIES
 FINALIZING THE POLICY

• ONCE YOU HAVE A PROPOSED POLICY IN PLACE, YOU THEN NEED TO HAVE IT APPROVED BY THE AUTHORIZED INDIVIDUALS
• IN MOST INSTANCES, THE MANAGEMENT COMMITTEE IS HELD RESPONSIBLE FOR ALL POLICIES THAT ARE SUBMITTED
AND ACCEPTED WITHIN THE ORGANIZATION
 CONSIDERING ESSENTIAL PROCEDURES
• MOST POLICIES REQUIRE THE PRESENCE OF CERTAIN PROCEDURES FOR THEM TO BE FORMALLY
IMPLEMENTED

• THIS COULD INVOLVE THE SUPPORT OF ANOTHER POLICY, AND THE GUIDANCE OF PARTICULAR
INDIVIDUALS

• THIS MAY EVEN INCLUDE A DIFFERENT SET OF PROCESSES THAT MUST BE CARRIED OUT FOR
CONSULTATION, APPROVAL AND IMPLEMENTATION
ONCE THE POLICY HAS BEEN REVIEWED AND IS READY TO GO, THE ORGANIZATION MUST THEN LOOK FOR AN
APPROPRIATE CHANNEL TO COMMUNICATE THESE PLANS OR CHANGES WITH ITS INTENDED AUDIENCE
THE ORGANIZATION MUST ALSO MONITOR AND REVISE WHATEVER NEEDS TO BE ALTERED
 CONCLUSION
• ORGANIZATIONAL POLICY IS DEFINED AS A SET OF RULES THAT GIVE DIRECTION TO EMPLOYEES AND
USERS ABOUT SECURITY

• EXAMPLES OR POLICIES INCLUDE PRIVACY POLICY, FINANCIAL POLICY, TRAINING POLICY, MARKETING
POLICY ETC.

• ORGANIZATIONAL POLICIES CAN BE DESIGNED THROUGH A SERIES OF STEPS WHICH INCLUDE

IDENTIFYING THE NEED OF THE POLICY, DETERMINE WHO TAKES THE LEAD, GATHERING INFORMATION,
CREATING A DRAFT, CONSULTING STAKEHOLDERS, FINALIZING THE POLICY AND CONSIDERING ESSENTIAL
PROCEDURES

• AFTER ALL THE ABOVE MENTIONED STEPS THE POLICY CAN THEN BE IMPLEMENTED AND REVIEWED IF
THERE HAPPENS TO BE ANY ALTERATIONS REQUIRED OR MADE