Policy and Procedures System Series for Business

One of the fundamental aspects of operation in a business is the flow of information and documentation between divisions and the outside world. Managing efficient methods of directing information and communicating is an ongoing task due to the changing state of communication methods. The essential point in a successful business is that the 'job must get done.' There is a chain, or a sequence for many elements in business that have to be satisfied for success. Failure to keep the chain linked gives rise to problems and chaos can result. Products must be delivered on time or a customer is lost. Paperwork and reports have to be filed on time or there are consequences. When someone does not provide a key element for another link (or person) in the chain then something will be delayed or altered.

Tasks sometimes do not lend themselves to exact time estimations. When it is essential that a priority job gets done, then those responsible for doing it need to see it through to completion no matter the length of time. When everyone is following a set system, the task becomes easier and the stress is reduced.

Generally stated, policies are those ideals and rules that exist within a given company. They are the rule book by which the coach leads the team. They take into account important issues, such as how a company wants its customers treated, and how it handles routine business affairs. Procedures are those methods in which jobs, tasks and activities happen. These are commonly not always in writing, but are usually best served by being in writing.

Procedures are impacted by other agencies and authorities (city, state, federal). Often, due to the cause and effect nature, policies change when procedures change. Procedures cover a wide range of business activity, including: purchasing, receiving, human relations, all paperwork and communications transactions, the systems of taking and fulfilling orders, payments, warehouse, inventory, sales functions, service, returns, applicable taxes, emergencies, and training. Procedures encompass things your business may encounter, as well as those it encounters on a regular basis. With a Policy and Procedures System, every link in the chain is given the training and tools to understand not only how to do the job or task, but why it is needed and how it fits into the larger picture with respect to company goals and plans.