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“HR rules & policies that minimum should be incorporated in an IT company”.

HR policies of companies can be explained as a collection of the company’s policies that lay down a strategy for developing, communicating, and implementing a set of practices that imitate the company’s standards of acceptable behavior. The HR policies for a company must be designed in accordance with the company’s goals and work principles, with the assistance of an employment and labor lawyer.

HR policies are the framework and guidelines by which the employees of an organization are supervised. HR policies really focus on prominent a balance between safeguarding its employees and the company’s interest and dream.

What is The Purpose of HR Policies in India?

The purpose of HR policies is to basically manage employees in a productive manner. The HR department is also the primary department to know of a condition like an argument breaking out or the company’s employee efficiency falling. Therefore, a good HR department is also important as they can judge these issues way in advance and can take action to evade them. This facilitates protecting the company in the long run.

HR Policies that Company Must Have

It is the exclusive power of the HR personnel to keep a company compliant with the local laws of a country. Therefore, the company policies should be formed with the utmost understanding and experience. Below, are the policies that the company must have?

  • Employment Contracts:- It is an important piece of document that every organization should make. Employee contracts are like an umbrella that covers all employee-related agreements and contracts. It is significant to have these documents as the Indian employment laws are a varied and complex framework to navigate. So, having updated documents to prove the company’s conformity will defend the company for several years in advance.
  • Code of Conduct: – The code of conduct policies of a company contains the vision, principles, and mission of the organization. It is formed to erect and uphold the right business atmosphere for employees. It contains the rules of work that the employees of the company much tolerate. Policies such as equal rights policies, electronic usage policy, dress code, enabling work atmosphere, media policy, a difference of interest, etc are integrated into the code of conduct policy.
  • Employee Wages: – Managing employee earnings is an imperative part of an HR department’s job; however, ensuring that employee salaries are competitive in the market and are compliant with government policies is also an important part of it. Several acts cover the wages of an employee. Among one of them is the Minimum wage act, 1948. It sets the lowest wages that a skilled and unskilled laborer should receive. It enables employees to earn the ‘basic cost of living’.
  • Gratuity Policy: – Gratuity is a company’s way of value the service provided by an employee for five or more years. A company remunerates an employee with gratuity when an employee resigns, retires, or is laid off. It is a vital practice in organizations and to have blissful employees. Moreover, it is also a lawful obligation to pay employees gratuity under the payment of gratuity act, 1972.
  • Employee Provident Fund: – The employees’ provident fund act, 1947 provides employees with income safety during their retirement. It is a communal security fund that gives employees reimbursement like retirement pension, medical insurance, housing care, and more. It is important noting that only organizations with more than 10 employees compulsorily have a Provident fund.
  • Leave Policy: – The leave policy is formed to give employees a clear picture of the number of leaves an employee is permitted to take yearly. Moreover, it should also declare public holidays. Additionally, the leave policy must also declare the percentage of salary cut that an employee will notice in the case of unpaid leaves or half-days. Legally, India has three national holidays where no organization is permitted to be open without permission. Besides, every organization should have an annual list of holidays that the employees will be receiving.
  • Sexual Harassment in the Workplace Policy: – Every organization must take additional steps to make their workplace a protected atmosphere for women to work in. It isn’t just a legal constraint but also a moral responsibility. Laws have also been modernized to make the protection of women in workplaces is the main concern. Every organization must incorporate a sexual harassment policy to be able to tackle all grievances keenly.
  • Maternity and paternity leave Policy: – Every organization employing more than 10 workers is essential to follow the maternity advantages. The maternity act is maybe one of the most popular HR policies. It summarizes the benefits and the leaves that a pregnant woman who has worked in an organization for 80 days is permitted to. Under the act, your policy must incorporate at least a 26-week paid leave to a woman for the first two children and a 12-week leave consequently.
  • Termination of Employment Policy: – There always comes a time when an employee has to be permitted to go. Such situations always have profound sentiments attached to them. Therefore, it is significant to craft a leave policy for your organization so it directs you through the steps of leasing an employee leave a company.
  • Adaptive Work Culture Policy: – Work offices gaze a small difference than they used to a few years ago. Today, more and more employees look for lithe work alternatives such as work from home alternatives or 5 day work weeks. Although it is not a legal constraint to adjust to the changing times, it isn’t elegant to stick to the traditional work prototypes either. Having flexible work cultures helps employees be more productive and enhances employee engagement. This is an HR policy in India that is often ignored, however, should be integrated.
  • Communications Policy: – A communication policy helps create and maintain open communication for employees throughout various stages of the organization. This policy includes your company’s policies for e-mails, mobile phone handling, telephones, notice boards, memos, etc. It must place accurate devices to update existing technology and communication channels regularly.
  • Nondiscrimination Policy: – Inequity can take several forms; it can be based on discriminations of age, color, sex, caste, creed, or more. However, it is an employee’s primary right to be treated equally and without inequity. Articles 14, 15, and 16 grant these rights to every citizen in the country. Therefore, every organization must create a company policy that does not permit any kind of discrimination and must state the consequences of the same. 
  • Dress Code Policy: – The dress code policy exists to make working more proficient and encourage better work surroundings. A good dress code policy is a set of procedures to understand what is suitable to be worn at work. Having laid out policy ensures that the employees are well dressed for meetings and promote the right work culture.
  • Probation and Confirmation Policy: – When a new employee is onboarded they are generally kept on a probation period. This usually lasts for three months or more. Probation periods are compulsory for all employees of an organization. The probation policy incorporates the terms and conditions that the employee should follow during the probation period.  The policy must include the probation time period and procedures after the confirmation. It should include the code of conduct, the performance expectations, and the goals of the employee for the company.
  • Work from Home Policy: – A Work from the Home policy is a contract between an employer and employee to grant the employee the opportunity of working from home. It should obviously specify the work timings, deliverables, and clear measures. Though there are no regulations regarding these, having a clear and definitive policy will be supportive. It must include the procedure through which an employee can apply for the opportunity of working from home and mention in detail that is entitled to sure privileges.
  • Awards and Recognition Policy: – The Awards and Recognition Policy is created to give employees a one-time reward or an award for an outstanding presentation. It is formed to assist support employees to improve their performance whether independently or as a team. The awards and appreciation milestones are built according to the overall company dream and goal. The reward can be both financial and non-monetary.
  • Travel Policy: – In the essential necessity of an employee being mandatory to travel for business-related work, the travel policy is formed. This compensates the cost of the travel to the employee for a business permitted travel costs. The travel policy must declare the necessities for evidence, the procedure of filing for reimbursement, approval authority, and the exclusion to it.
  • Performance Management and Appraisal: – The performance management policy is one of the HR policies formed to give employees an apparent understanding of what is predicted of them. Performance management includes classifying, measuring, administrating, and increasing the performance of human resources in an organization. Performance assessment is an ongoing process of assessing an employee’s performance and therefore, should be a part of monthly HR processes.
  • Impact of digitalization: – Workplaces are becoming increasingly essential. Organizations and employees both require authentic-time employee information to develop vital performance and maintain core conformity within the organization. The extent of work for HR departments has extended to include the use of digital technology, through apps and in-house databases, particularly in the service and consultancy sectors.
Day to day Guidelines for IT Company

To be followed by an employee of the Company. Every employee will have to follow the below mentioned Conduct and Discipline rules and no one is allowed abusing the system while on duty, If management discovers any employee in opposition to the organization, Management shall render an employee liable for disciplinary action.

  • Employees must be at the place of work by the informed time, an employee who reaches the office within 10 minutes of the informed starting time may be permitted to perform his / her duties. If in case he/she is not able to do so he/she must update this to his/her reporting authority and to Hr.
  • All Employees have to wear their identity cards while on duty.
  • Employees are not permitted to check their personal emails.
  • If management found the login time of any employee after 09:05 AM twice, it should be accountable as a Half day.
  • Employees can listen to their personal calls but it should not disturb others present there. Management will not tolerate if any employee found that he/she is doing exploitation of this facility or wastes time on it, management allows the use but with limits, the maximum duration is 15 to 20 min. An employee is not allowed to consume productive time on just phone calls (personal).
  • Employees will keep their cell/mobile phones on Silent or Vibration mode and to attend the calls outside the office premises.
  • The Lunch timings would be 1:00 PM to 2:00 PM, an employee can benefit this hour for their personal work, and they can go out of office after informing the reporting authority or In Hr Department.
  • Friends/relatives are allowed to visit the office but it should not disturb other employees, and their visitors should not be more than 30 minutes (half an hour).
  • No employee shall, except with aforementioned permission, use Company’s telephone, telex and fax facilities for private purposes. In case, in emergencies, such use is permitted, with the authorization from Hr/ his or her Supervisors/Reporting authority/management.
  • Further, an employee coming late to work or found absent from his place of work during working hours, without adequate reasons or without approval from his / her managers, shall be treated absent for the duration of his / her absence and shall not be permitted to wages for the period. In addition, the proficient authority may, at its judgment, also take suitable corrective measures against the employee concerned.
  • No one is permitted to keep user passwords, if they are using any passwords they are necessary to share it with each member of Company, as the computers are for their official work in case they are not present, their computers can be accessible by other members for official work.
  • Negligence of work by any employee will not be acceptable by the management; Management shall make an employee liable for disciplinary action.
  • Every Employee is required to make the entry if they are taking any office belongings to their homes (Laptop/Pen drive etc.) and in case of any damage/loss that particular employee is accountable for it.
  • If in any inescapable circumstances, one has to take leave or is late due to some reason, then he or she needs to inform in personal.
  • We believe in our Employees and we are grateful for their loyalty and commitment towards their work and organization, every employee in Company can look forward to professional working surroundings, with a clear focus on performance.

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