How to Update and Communicate HR Policies
📂 Category: Human Resources
📁 Subcategory: Policy Management
📝 SOP Title: How to Update and Communicate HR Policies
🎯 Objective:
To ensure all HR policies at Cashkr are regularly updated, approved, and clearly communicated to employees using centralized channels.
👥 Roles & Responsibilities:
|
Role |
Responsibility |
|---|---|
|
HR |
Drafts and updates policies in consultation with CEO or legal |
|
CEO/Legal |
Reviews and approves any significant changes |
🛠️ Tools Required:
-
Internal Policy Tool (e.g., Notion, Petpooja HRMS, or designated platform)
-
Slack or Email – For communication
📅 Step-by-Step Process:
✅ Step 1: Identify Need for Update
-
Review policies annually or when:
-
Legal or regulatory changes occur
-
Internal issues highlight policy gaps
-
Business operations evolve (e.g., hybrid work)
-
✅ Step 2: Draft or Revise Policy
-
HR drafts the update and collaborates with:
-
CEO for strategic/operational alignment
-
Legal advisor (if required) for compliance-sensitive matters
-
-
Policy must include:
-
Purpose
-
Scope
-
Rules & Expectations
-
Enforcement Process (if applicable)
-
✅ Step 3: Finalize and Upload
-
Upload or update the policy in the internal tool repository
-
Ensure proper versioning (e.g.,
Leave Policy_v2_2025)
✅ Step 4: Communicate to Team
-
HR sends a communication via Slack and Email
-
Message should include:
-
Summary of what changed
-
Link to the updated policy
-
Effective date
-
-
Optional: Share a 1-pager or quick-reference guide if it’s a major update
✅ Step 5: Ongoing Monitoring
-
HR tracks any questions or confusion around the new policy
-
Adjust FAQ or provide clarification post-launch if needed
📌 Notes:
-
Employee acknowledgment is not mandatory but can be implemented for critical changes later if desired
-
Keep old versions archived for compliance or audit reference