Process to Develop Policies and Procedures for an NGO
Md. Humayun Kabir
NGOs create management policies to efficiently manage their employees, beneficiaries, and other stakeholders. Policies contribute to lowering the risks connected to institutional management. They also assist us in continuing to manage staff in accordance with all applicable rules and regulations. Considering that NGOs are institutions as well, it is crucial for them to uphold standardized policies and procedures. It is equally crucial for them to record these normative behaviors and procedures for increased accountability, good governance, and transparency. When donor organizations realize that NGOs have written policies in place to manage their people and organizations, they are frequently impressed.
A major advantage to have policies and procedures is that it reduces unnecessary conflicts, questions and misunderstandings that normally arise among employees and other stakeholders. Employees who are aware of the rules in place at their workplaces are less likely to cause issues. In order to construct effective governance styles, it is crucial for NGOs to define their management policies.
A methodical approach is needed while creating a policy or procedure. The steps of create a policy or procedures are as follows:
1. Identify the issue
The first step is for the NGO’s management to identify the specific issue or group of issues that the policy or procedure will address. These could be internal challenges such as staff management, financial procedures, or compliance with external regulations. The issues identified must be prioritized based on urgency and impact on the organization’s operations.
2. Establish a policy development team
Once the issue has been identified, the management selects a development team responsible for drafting the policy or procedure. This team should include diverse stakeholders relevant to the issue, such as department heads, employees, and external consultants if necessary. Involving legal advisors ensures that the policy is in line with local laws and international standards. The team will gather feedback from various stakeholders to ensure that the policy is practical and relevant to the organization’s needs.
3. Research and gather information
The development team conducts comprehensive research to gather relevant information. This includes reviewing existing policies, analyzing current organizational practices, and gathering input from employees and other stakeholders through interviews or surveys. Best practices in similar organizations or industries are studied, and relevant laws or regulations are reviewed to ensure compliance. Benchmarking the NGO’s practices against these standards ensures that the new policies are robust and legally sound.
4. Draft the policy/procedure
Draft Policies and Procedures should be written in clear, jargon-free language, structured with headings and subheadings for easy navigation. It should include the purpose, scope, policy statement, procedures, responsibilities, compliance, review process, and update procedures. This ensures clarity and organization in explaining why the policy is needed, who it applies to, its details, implementation steps, responsible parties, monitoring and enforcement of compliance, as well as scheduled policy reviews for updates.
5. Review the policy/procedure
The draft policy is then shared with relevant stakeholders, including department heads, staff, and legal advisors, for feedback and input. Based on the feedback received, the policy is revised to address any concerns or suggestions. Legal advisors review the document to ensure that it mitigates any legal risks and complies with applicable laws and regulations.
6. Final approval
Once the policy has been reviewed and revised, the final draft is submitted to the relevant authority within the NGO, such as the board of directors or executive leadership, for formal approval. Upon approval, an official resolution is issued, and an approval memo is distributed to communicate the policy to the rest of the organization.
7. Policy Implementation and Communication
After approval, the policy must be communicated effectively across the organization. Training sessions and informational materials may be developed to ensure that all employees understand the new policy and their responsibilities. Clear communication helps foster compliance and ensures smooth implementation.
8. Review of existing policy
Policies and procedures are not static; they must be reviewed every two to three years to ensure they remain relevant and effective. The management should form a review committee to assess the current policies and recommend any necessary changes. The committee may consider input from staff and stakeholders regarding potential alterations, additions, or deletions. All proposed changes must be approved by the NGO’s relevant authority before implementation.
An NGO needs the following Policies/Procedures
An NGO should have enough rules, regulations, and procedures to demonstrate its compliance and organizational strength. There is a list of rules, regulations, and recommendations, including but not limited to the following list:
Anti-Fraud, Anti-Bribery, and Anti-Corruption Policy
Anti-Human Trafficking and Modern Slavery Policy
Anti-Terrorism and Extremism Policy
Asset Management Policy
Conflict of Interest Management Policy
Consultancy Assignment Management Policy
Data Security Policy
Due Diligence Policy
Duty of Care and Security Policy
Environmental Policy
Equality and Diversity Policy
Financial Management Policy
Gender Policy
Governance Policy
Grant Management Policy
Health and Safety Policy
HR Management and Development Policy
Information Disclosure Policy
IT and Cyber Security Policy
Partnership Development Policy
Procurement Policy
Quality Assurance Policy
Risk Management Policy
Safeguarding Policy
Sexual Harassment Elimination Policy
Staff Grievance Policy
Whistleblowing Policy
Workplace Bullying and Violence Prevention Policy
The article was written by Md. Humayun Kabir, an Independent Consultant, and Director, Creative Services Limited. Email: humayun@cslbd71.com
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