Organizational Bureaucracy The Policy and Procedure Manual

1. Organizational Bureaucracy The Policy and Procedure Manual

2. Bureaucracy: Max Weber • Rational Legal Authority: Basis of Bureaucracy • Power at the Top of the Hierarchy • Formalized Rules and Policies • Accepted and Expected Employee Behavior • Organization of Tasks • Organization of Workers • Structuring organizational behavior

3. Systems Theory “It’s a systemic problem” • Interdependency • Synergy • Environment • Political • (exercising power and influence) • Economic • Social • Environmental Inputs and Outputs • Open Systems • Closed Systems

4. Internal Control • Policies and Procedures • Bureaucratic structure • Employee Handbook • How To manuals • Willingness to risk • Sharing of power and control • Tolerance for ambiguity • Ability and willingness to deal with chaos

5. Internal Control • Linked to law of the land • Federal vs. State • MANY laws govern actions of employer • Gov’t Agencies charged with enforcement • EEOC • DFEH

6. Policy and Procedure Manual • Formal written document • Establishes behavior expectations • Establishes internal controls • Impacts and is impacted by organizational culture • Consistency of use is key View Example

7. Employee Handbook • Less formal reflection of PPM • “reference guide” vs. legal document • Presents policies and procedures • Conforms to state and federal laws • General description of benefit package • “Nothing in this handbook should be perceived as stating or implying a contract of employment” • “at will” clause • Make no mistake: • It is the basis of all HR does! View Examples

8. EMPLOYEE HANDBOOK VERSION • BY THE BOOK • Legalese language • CREATIVE • User friendly with law in mind • VISIONARY • Open ended-allows for interpretation

9. BY THE BOOK: P & P Code of Conduct Every organization has certain guidelines that are developed to reflect sound operational practices. This company requires of its employees discipline, cooperation, efficiency, and productivity. It has set out standards of behavior with which all employees are required to comply. Failure to comply with these standards will result in disciplinary action, up to and including termination. Examples of conduct that may require disciplinary action include, but are not limited to, any of the following: • Substandard job performance • Failure to carry out job responsibilities • Being absent from work without prior notification to supervisor • Any safety violation • Excessive tardiness or absenteeism • Unauthorized overtime • Rudeness or discourtesy toward a fellow employee, supervisor, volunteer, supporter, or member of the general public

10. CREATIVE: P & P Code of Conduct We have developed certain guidelines to reflect what we believe are good business practices. We strive to develop and maintain a pleasant, efficient, and fair work environment that fosters cooperation and understanding. All staff members are expected to be: • On time and ready for work at the beginning of their workday • Careful and conscientious in the performance of their work • Respectful and considerate of others • Courteous and helpful when dealing with other staff members and with volunteers, supporters, and the general public

11. VISIONARY: P & P Code of Conduct All employees at Leading-Edge Agency share responsibility for observing certain standards of conduct. These standards emphasize personal and professional integrity in all activities. Generally, treating others with the respect and consideration with which you expect to be treated and maintaining open, ongoing communication with your manager and coworkers will create a basis for a successful work experience. It is the obligation and responsibility of each employee at Leading-Edge Agency to work on resolving problems and conflicts by focusing on solutions, keeping issues work-related (as opposed to personal), and communicating directly with the person or persons with whom you have a conflict. In most cases, discussing a situation will clear it up.

12. EMPLOYEE HANDBOOK VERSION • BY THE BOOK • CREATIVE • VISIONARY

13. Prohibited Harassment Policy • Sexual Harassment Defined • Other Types of Harassment • Complaint Procedure • Additional Enforcement Information • EEOC • DFEH View Example

14. Prohibited Harassment Policy • California Law: • Three specific steps required 1. Display of poster (DFEH) addressing SH • In English and Spanish 2. Each employee must be given written policy about SH • In English and Spanish • Supervisors must be trained by end of 2006 • 2 hour session • Interactive • Offered by qualified provider Techniques to avoid sexual harassment in ag. The Sunday Pinnacle. January 14, 2006, A-1.

15. Prohibited Harassment Policy • Suggested additions • Non-fraternization policy • No supervisor/subordinate sexual relationship • Higher standards policy • Requires employees to exceed the minimum requirements set by the state • Insurance policy for employment practices liability Techniques to avoid sexual harassment in ag. The Sunday Pinnacle. January 14, 2006, A-1.

16. BY THE BOOK: P & P Sexual Harassment/Harassment It is the policy of the company that there shall be no harassment of any employee by fellow employees or by any supervisor on account of an employee's sex, race, national origin, religion, physical handicap, or sexual orientation (or on account of any other protected status). The company does not condone and will not permit such harassment of any employee and, in particular, will not tolerate the making of unwelcome sexual advances to any employee, unwelcome physical, verbal, or visual behavior that is sexual in nature, or the making of remarks or jokes known to be offensive to any employee because of his or her sex, age, race, national origin, religion, physical handicap, or sexual orientation. An employee who believes that he or she has been treated in violation of this policy should immediately report the matter to the chair of the HR Department. The HR Department will seek to work with outside counsel to investigate all complaints or violations of this policy promptly in as discreet a manner as possible.

17. CREATIVE: P & P Sexual Harassment/Harassment It is illegal to harass others on the basis of their sex, sexual orientation, age, race, color, national origin, religion, marital or veteran status, citizenship, disability, or other personal characteristics. Harassment includes making derogatory remarks about such characteristics, making jokes about ethnic or other groups, and other verbal, physical, and visual behavior. Sexual harassment is also prohibited. Propositions, repeated requests for dates, dirty jokes, sexually provocative pictures or cartoons, and other verbal, physical, and visual harassment of a sexual nature are prohibited. The harassment of any staff member will lead to immediate disciplinary action up to and including termination. Any staff member who feels harassed has the right to file a charge with the Equal Employment Opportunity Commission and with a state agency. Before doing so, we ask that you first speak with your manager. If your manager is not an appropriate person, speak with our CEO or a member of the HR Department, so that appropriate internal/external action may be taken. It is the responsibility of all managers to listen to such complaints and to refer them to the appropriate authority. We will not retaliate against any staff member who makes a claim of harassment.

18. VISIONARY: P & P Sexual Harassment/Harassment (see policies for the other approaches)

19. Group Assignment Policy and Procedure: Sexual Harassment / Harassment • Each group is to respond to the scenario supplied • The only requirement is a a written policy and procedure for a specific organization within a chosen industry • Use of a power point presentation that uses a sexual harassment policy and procedure to guide group work is optional. • Short presentation to class next week • 100 Points Possible (75/25) • Group Member Assessment due 2 weeks View Assignment Sheet/Group Member Assessment Form

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