{"id":9693,"date":"2021-06-15T10:00:25","date_gmt":"2021-06-15T09:00:25","guid":{"rendered":"https:\/\/www.sage.com\/en-gb\/blog\/?p=9693"},"modified":"2026-01-29T09:42:44","modified_gmt":"2026-01-29T09:42:44","slug":"policies-and-procedures-employers-businesses","status":"publish","type":"post","link":"https:\/\/www.sage.com\/en-gb\/blog\/policies-and-procedures-employers-businesses\/","title":{"rendered":"Key policies and procedures employers and businesses should have in place\u00a0"},"content":{"rendered":"
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\n\t\t\t\t\t\tKey policies and procedures employers and businesses should have in place\u00a0\t\t\t\t\t<\/h1>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t\t\t\t\t

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Managing employees can be challenging and as an employer, it’s essential that you comply with relevant employment laws to avoid sanctions and legal action.<\/p>\n\n\n\n

There are a number of key legal documents and procedures that you must have in place.<\/p>\n\n\n\n

However, there are also policies you can implement that aren\u2019t necessarily a legal requirement but do help create a positive working environment. This shows your staff that the organisation they work for cares about key issues affecting employees.<\/p>\n\n\n\n

This article outlines key policies and procedures employers should have, what should be included in them and why they are important in the workplace.<\/p>\n\n\n\n

Here’s what’s covered:<\/p>\n\n\n\n

Health and Safety Policy<\/a><\/p>\n\n\n\n

Equal Opportunities Policy<\/a><\/p>\n\n\n\n

Environmental Policy<\/a><\/p>\n\n\n\n

Grievance Procedure<\/a><\/p>\n\n\n\n

Disciplinary Procedure<\/a><\/p>\n\n\n\n

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Download your free guide, HR for small businesses, and discover how to keep your workforce connected, engaged and supported<\/a><\/div>\n<\/div>\n\n\n\n

Health and Safety Policy<\/h2>\n\n\n\n

A health and safety policy<\/a> sets out how employers will ensure a safe working environment, including the responsibilities of both employers and employees.<\/p>\n\n\n\n

Some employer responsibilities include providing the relevant equipment and training needed and carrying out risk assessments.<\/p>\n\n\n\n

Some employee responsibilities include reporting any problems or health and safety hazards, and undertaking training to ensure they are using equipment properly.<\/p>\n\n\n\n

Why do I need a Health and Safety Policy?<\/h3>\n\n\n\n

It’s a legal requirement if you employ more than five employees.<\/p>\n\n\n\n

It also shows a commitment to taking staff safety seriously and means they’re aware of the steps they need to take in the event of an emergency.<\/p>\n\n\n\n

You should be aware that employers have new duties to ensure a safe workplace<\/a> due to coronavirus, therefore it’s important you familiarise yourself with government guidelines and make sure your policy reflects this.<\/p>\n\n\n\n

Equal Opportunities Policy<\/h2>\n\n\n\n

An equal opportunities policy<\/a> sets out the measures a business or organisation has in place to prevent workplace discrimination and the responsibilities of employers to make adjustments for individuals where necessary.<\/p>\n\n\n\n

This includes setting out behaviours and actions that are considered discriminatory, steps to be taken if discrimination is reported, how to avoid discrimination and whether staff will have to undertake training.<\/p>\n\n\n\n

Why do I need an Equal Opportunities Policy?<\/h3>\n\n\n\n

Having this policy in place shows you don’t tolerate discrimination and that you’re committed to protecting your staff.<\/p>\n\n\n\n

This helps create a positive working environment and ensures staff know the procedure for reporting any discrimination.<\/p>\n\n\n\n

The Equality Act 2010 specifies nine protected characteristics where discriminating against based on these grounds is against the law.<\/p>\n\n\n\n

The protected characteristics are:<\/p>\n\n\n\n

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  1. Sex<\/li>\n\n\n\n
  2. Race<\/li>\n\n\n\n
  3. Disability<\/li>\n\n\n\n
  4. Pregnancy<\/li>\n\n\n\n
  5. Marital status<\/li>\n\n\n\n
  6. Gender reassignment<\/li>\n\n\n\n
  7. Religion<\/li>\n\n\n\n
  8. Sexual orientation<\/li>\n\n\n\n
  9. Age<\/li>\n<\/ol>\n\n\n\n

    Although there is no legal requirement for employers to provide staff training on equal opportunities and diversity, it’s a good way to show your staff what is considered discrimination, how to report it, and the potential consequences of harassment and discriminatory behaviour.<\/p>\n\n\n\n

    What happens if someone doesn’t comply with the policy?<\/h3>\n\n\n\n

    Employees who don’t comply can face disciplinary action or in some cases direct dismissal.<\/p>\n\n\n\n

    Where harassment or discrimination is intentional, the individual can face criminal legal action.<\/p>\n\n\n\n

    You should be aware that an employer will be held jointly responsible for discrimination by an employee unless they can prove they have done everything they can to prevent it.<\/p>\n\n\n\n

    Environmental Policy<\/h2>\n\n\n\n

    An environmental policy<\/a> outlines a business or organisation\u2019s aims and policies to manage the environmental impact their operations have. It includes potentially harmful practices they avoid and how they encourage staff to work in an environmentally friendly way.<\/p>\n\n\n\n

    Examples include avoiding the wasting of paper, and managing energy and water use in an efficient way.<\/p>\n\n\n\n

    Why do I need an Environmental Policy?<\/h3>\n\n\n\n

    Having an environmental policy in place allows you to monitor the environmental impact of your organisation and makes staff aware of their personal responsibilities to ensure you are staying within the law.<\/p>\n\n\n\n

    You should regularly review your policy to ensure you are within regulatory requirements.<\/p>\n\n\n\n

    Environmental policies help raise awareness for environmental issues and show the public that your organisation is committed to doing what it can to tackle such issues.<\/p>\n\n\n\n

    Additionally, having a good, solid environmental policy that is implemented correctly will be beneficial to your business as it will help with resource management and in turn cost savings.<\/p>\n\n\n\n

    What can my business do to reduce its environmental impact?<\/h3>\n\n\n\n

    Some of the things you can include in your environmental policy and implement in the workplace are:<\/p>\n\n\n\n