Policies and Procedures
Without policies and procedures, your business is weak. If you end up in a tribunal without them, you're in trouble.
We'll develop comprehensive, tailored policies that cover everything from disciplinary procedures to data protection that is all written in plain English, not legal jargon.
Why Your Business Needs Proper Policies and Procedures
Here's the uncomfortable truth.If you don't have proper policies and procedures in place, you're leaving your business unnecessarily exposed.
When an employee makes a claim against you, whether it's unfair dismissal, discrimination, or anything else, one of the first things a tribunal will look at is your policies and procedures.
Did you have them? Did you follow them? Were they fair and reasonable?
If the answer to any of those questions is "no," you're in a much weaker position. And that weak position could cost you thousands, even if you've done nothing actually wrong.
Good policies and procedures:
- Protect you at tribunal by showing you've acted fairly and reasonably
- Set clear expectations so everyone knows where they stand
- Provide consistency in how you handle situations across your team
- Reduce disputes by having agreed processes everyone understands
- Demonstrate professionalism to employees, customers, and stakeholders
- Keep you compliant with constantly changing employment law
Without them? You're essentially making it up as you go along. And that's a risk you don't need to take.
Let Us Guide You...
Without clear Policies and Procedures, your business is built on sand. J Mann Associates creates tailored Policies and Procedures that give you structure, clarity and expert HR support to manage your people with confidence.
Speak To Our HR ExpertsThe Problem With Missing Or Outdated Policies
We see it time and again…..businesses operating without proper policies, using templates they downloaded years ago, or relying on documents that haven't been updated since they were written.
The problem is that employment law changes. Constantly. And if your policies don't reflect current legislation, they're not just useless. They could actually make things worse.
Here's what happens when you don't have proper policies:
- Inconsistent decision-making – different managers handling situations differently
- Unfair dismissal claims – because you didn't follow a fair process
- Discrimination claims – because you didn't have clear, objective criteria
- Legal compliance failures – GDPR, right to work, health and safety
- Confusion and frustration – staff don't know what's expected or what they're entitled to
- Increased tribunal risk – and weaker defences when claims are made
You wouldn't run your business without insurance. Why run it without the policies that protect you from the most common business risks?
Essential Policies Every Business Needs
Not sure what policies you need?
Here are the essentials that every business should have in place:
Disciplinary and Grievance Procedures
Your most important policies. These set out how you'll handle performance issues, misconduct, and employee complaints fairly and legally.
Absence and Sickness Policy
Clear procedures for reporting absence, managing long-term sickness, and when you can take action—protecting both you and your employees.
Holiday and Annual Leave Policy
How staff request time off, how you approve it, and what happens to unused holiday—all clearly documented.
Data Protection and GDPR Policy
How you handle personal data, meet your legal obligations, and protect sensitive information.
Equal Opportunities and Diversity Policy
Demonstrating your commitment to fair treatment and protecting your business from discrimination claims.
Health and Safety Policy
Your legal obligation to keep employees safe and what everyone's responsibilities are.
Flexible Working Policy
How you'll handle requests for flexible working, remote work, or changes to working patterns.
Social Media and IT Usage Policy
Setting boundaries for appropriate use of company systems and protecting your business reputation.
Whistleblowing Policy
Giving staff a safe route to raise serious concerns about wrongdoing.
Bullying and Harassment Policy
Clear definitions and procedures for handling complaints—essential for protecting your workplace culture.
Industry-Specific and Additional Policies
Depending on your business, you might also need:
- Drug and Alcohol Policy
- Dress Code Policy
- Company Vehicle Policy
- Expense Policy
- Maternity, Paternity, and Parental Leave Policy
- Redundancy and Restructuring Policy
- Retirement Policy
- Time Off for Dependants Policy
- Right to Work Policy
- Safeguarding Policy (if you work with vulnerable people)
We'll help you identify exactly what you need based on your business, your industry, and your specific circumstances.
Policies That Actually Work
The best policies aren't the longest or the most complicated. They are the ones that actually get used.
That's why we write policies in plain English, not legal jargon. We make them clear, practical, and easy for everyone to understand.
Your policies should:
- Be easy to read – written for normal people, not lawyers
- Be practical – giving clear guidance on what to actually do
- Be fair – treating everyone consistently and reasonably
- Be current – reflecting the latest employment law
- Be enforceable – actually standing up when you need them to
- Be yours – tailored to your business, not generic templates
We don't just send you a document and disappear. We'll talk you through each policy, explain what it means, and help you implement it properly.
Implementing Your Policies
Having great policies is one thing. Making sure everyone knows about them and follows them is another.
We'll help you implement your policies properly:
Communication
Guidance on how to introduce new policies to your team and make sure everyone understands them.
Training
Helping managers understand how to apply policies consistently and fairly.
Documentation
Ensuring you've got proper records of who's received and acknowledged policies.
Integration
Making sure your policies work together and align with your employment contracts.
Review Process
Setting up regular reviews so your policies stay current and effective.
Keeping Policies Up To Date
Employment law doesn't stand still. New legislation, tribunal decisions, and changing regulations mean your policies need regular reviews.
That's where our retained clients have a huge advantage. We automatically review and update your policies whenever employment law changes, so you're always protected without having to think about it.
For one-off policy development, we'll provide you with clear guidance on when reviews are needed and what's changed.
What You Get When You Work With Us
When you work with J Mann Associates< to create your policies and procedures, you get:
- Comprehensive policies covering everything you need
- Plain English drafting – clear, practical, and easy to understand
- Legal compliance – fully up to date with current employment law
- Tailored content – written for your business, not copied from templates
- Implementation guidance – so you actually use them properly
- Manager-friendly – designed to help your team apply them consistently
- Ongoing support – we're here if you need help or have questions
How It Works
1. Assessment
We'll discuss your business, your team, and your current situation to identify what policies you need.
2. Development
We'll create tailored policies and procedures specific to your business, written in clear, plain English.
3. Review
We'll go through each policy with you, explain what it covers, and make any adjustments you need.
4. Implementation
We'll provide guidance on how to introduce the policies to your team and ensure proper acknowledgement.
5. Ongoing Updates
For retained clients, we'll automatically review and update your policies whenever employment law changes.
The Cost of Getting It Wrong
Think proper policies are an unnecessary expense? Consider the alternative:
The average employment tribunal award is around ÂŁ10,000. But we've seen cases where businesses have paid out much more. Not because they did anything deliberately wrong, but because they didn't have proper policies in place to demonstrate they'd acted fairly.
Add in legal fees, management time, stress, and potential reputational damage, and the cost of not having proper policies becomes clear. Prevention is always cheaper than cure. And proper policies are the simplest, most cost-effective protection you can have.
Don't Leave Your Business Exposed
Every business needs proper policies and procedures. Whether you're just starting out, growing your team, or realising your current policies aren't good enough, we're here to help.
We'll create policies that protect your business, provide clarity for your team, and give you the peace of mind that comes from knowing you're doing things properly.
What our clients say...
"J Mann Associates is there if you need them"
Jacqui helped us create an employee handbook that actually reflects our culture, not just ticks legal boxes. Our managers feel much more confident handling situations now, and our team knows exactly what's expected of them. It's made a real difference to how we operate.
Andrew Munt Managing Director, Penta Hotels Worldwide GmbH
"J Mann Associates are my safety blanket."
We'd been putting off creating a proper handbook for years, thinking it was just another admin task. Working with J Mann Associates showed us how it could actually strengthen our business. The process was straightforward, and the result protects us whilst showing our values.
Sarah Aherne Owner Shwetan
"They are always on hand to help out when needed"
The handbook J Mann Associates created for us goes beyond compliance – it actually helps us build the culture we want. New starters understand our expectations immediately, and existing staff appreciate having everything clearly documented.
Lisa Cornish Partner at Gillhams LLP
Let's Talk About Your Policies And Procedures
If you need new policies and procedures, want to review your existing ones, or just want to know where you stand, book a free consultation call with our team.
We'll talk through your situation, identify what you need, and give you a clear quote with no hidden costs.
Our team is ready to help you.
Book a free 15-minute consultation call to see if we can help with your policies and procedures.
Or give us a call on 01980 622167 and we’ll be happy to help.
BOOK A CALL TO DISCUSS YOUR POLICIES AND PROCEDURES
Frequently Asked Questions
Do I legally need to have policies and procedures?
While you're not legally required to have every policy, certain ones are mandatory (like health and safety, grievance procedures, and data protection). More importantly, if you end up at tribunal without proper policies, you'll struggle to demonstrate you've acted fairly and reasonably.
Can I just download free templates online?
You can, but generic templates rarely work well in practice. They're not tailored to your business, often contain errors or outdated information, and may include clauses that don't actually apply to you. Our tailored policies are written specifically for your business and circumstances.
How often should policies be reviewed?
At minimum, annually. But you should also review them whenever employment law changes significantly or your business circumstances change. Our retained clients get automatic reviews and updates whenever needed.
Do I need to get employees to sign policies?
It's best practice to get written acknowledgement that employees have received, read, and understood your policies. This protects you if issues arise later. We'll provide guidance on how to do this properly.
What's the difference between a policy and a procedure?
A policy sets out your position or commitment (e.g., "we promote equal opportunities"). A procedure sets out the steps to follow (e.g., "how to make a grievance complaint"). Good policies include both, giving clarity on what you stand for and how things work in practice.
Can I enforce policies if they're not in employment contracts?
Yes, but you need to make sure employees have received the policies and had reasonable notice of them. We'll help you introduce and communicate policies properly so they're enforceable when you need them.
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