Develop Organization Policy: A Comprehensive Guide for Fountain Art

This comprehensive guide explores the process of developing an effective organizational policy for Fountain Art. It delves into the policy cycle, analyzes potential risks, and provides a step-by-step plan for policy formulation. The guide also includes a sample policy template and communication strategies for successful implementation.

Develop Organization Policy
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Table of Contents
Task 1......................................................................................................................................................... 2
1. Explain each of the processes and practices relating to whom and what (steps) might be
involved...................................................................................................................................................... 2
2. In what way/s does define the nature, size, and distribution of a problem ultimately affect each
stage of the policy cycle?......................................................................................................................... 4
3. How would you use an analytical policy development framework to minimize organizational
risk?............................................................................................................................................................ 4
4. Explain how existing policies and the policy cycle guide the development and review of new
policies....................................................................................................................................................... 4
5. Provide three (3) examples of laws and/or regulations that apply to policies and outline their
potential impact on the development process........................................................................................4
6. Identify three (3) internal and three (3) external factors, issues or events likely to trigger a policy
change........................................................................................................................................................ 5
7. Identify two (2) risks associated with poor policy planning and analyze the potential impact of
each one..................................................................................................................................................... 6
Task 2......................................................................................................................................................... 7
1. In consultation with other students or ‘stakeholders’ review the case study, Fountain Art’s
website, intranet and their existing policies. Next, anticipate future policy requirements and write
your own agenda to confirm the need for new or reviewed direcives. To complete this assessment
successfully, comply with Fountain Art’s correspondence and communication procedures and
include the following elements:............................................................................................................... 7
2. Summarize the consultation processes you used to determine what or who was likely to
trigger policy changes.............................................................................................................................. 8
Task 3......................................................................................................................................................... 9
PART A: Plan a policy development process.........................................................................................9
1. Identify and analyze the risk of three (3) issues likely to affect policy development..............9
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2. Produce a policy development plan in accordance with Fountain Art’s correspondence and
communication procedures and include the following elements:........................................................9
PART B: Gather and analyze information to develop a policy.............................................................10
1. Review your policy development plan and ask three (3) students or ‘stakeholders’ to
provide insight into potential legal, ethical and practical requirements associated with policy
development. You can do this by setting up a discussion group and recording each person’s
input/ insight into the table below.......................................................................................................... 10
2. Present a summary of your research in subjects that relate to potential policy
requirements............................................................................................................................................ 11
Task 4....................................................................................................................................................... 12
1 (a) Develop three (3) policy options and include those that must—or at least should—be
considered............................................................................................................................................... 12
1 (b) Develop five (5) assessment criteria to evaluate (compare) the options and comply with
directives in Fountain Art’s Policy Criteria Document.........................................................................12
2 (a) Decide which policy you prefer and write a recommendation (500-800 words) based on your
selection criteria. Make sure you promote the benefits and include a request for approval to draft
your policy............................................................................................................................................... 13
b) Recommend one (1) risk control method for each of the factors likely to affect the
implementation process and comply with Fountain Art’s Written Correspondence Procedure and
Code of Conduct...................................................................................................................................... 14
Task 5....................................................................................................................................................... 15
1. Draft a policy based on the template provided and includes the following elements:..........15
2. Using Fountain Art’s communication procedure as a guide, prepare an email.....................16
References............................................................................................................................................... 18
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Task 1
1. Explain each of the processes and practices relating to whom and what (steps) might
be involved.
4

2. In what way/s does define the nature, size, and distribution of a problem ultimately
affect each stage of the policy cycle?
5
Who might be involved What might be involved
Identifying the scope of a
policy
The main scope of the policy
is to guide the workforce of the
organization so that effective
and effectiveness and
efficiency can be attained
leading to a better success.
This requires the involvement
of the top level of
management (Wiley Online
Library, 2017).
However, to more elaborate
on the scope of the policy, it
must include more information
that clearly defines the roles
an responsibilities of every
individual so that proper order
and discipline is maintained in
the work operations of the
organization.
Analyzing the issues arising
from existing policy
There may be various issues
that may arise due to the
existing policy such as rigid
structure. This is mainly due to
the diverse opinion of the
varied sets of the employees
working in the concern. This
requires the involvement of the
senior manager.
To avoid all such issues and
barriers the policy structure
must be draft keeping into
consideration the needs of the
entire workforce.
Drafting a new policy While drafting of new policy it
is essential that proper
involvement of the senior
executives who can evaluate
all the aspects of the
organization (Kaplan, & Mikes,
2016.)
While drafting a new policy all
the administrative, financial,
technical etc. matters are
required to be included so as
to provide a better
understanding,

While defining the characteristics, nature, and distribution of a problem significantly affect the
various stages of the policy cycle as it brings the involvement of the various parties that may
differ in their opinions and views. As such it may affect the work operation of the concern and
act as a barrier to the positive success (Wiley Online Library, 2017).
3. How would you use an analytical policy development framework to minimize
organizational risk?
Analytical policy development framework can support the organization concern in the
identification of such factors and aspects that are relevant and requisite for the formulation of
the policy. In addition, it will provide a framework with regards to the operations of the concern
leading to a suitable reduction of the risk factors.
4. Explain how existing policies and the policy cycle guide the development and review
of new policies.
Existing policy defines the scope and clarity for the future course of action that is required to be
taken by the organization concern so that the better success can be attained. As such, they set
up a base for the review of the new policy so that better command on all the operations and
working of the concern can be attained leading to the achievement of the organizational goals
and objectives (Wiley Online Library, 2017).
5. Provide three (3) examples of laws and/or regulations that apply to policies and outline
their potential impact on the development process.
Legislation/ regulations Impact
Equality act The impact of this act is that it will satisfy the
entire workforce as such they will work with
enhanced motivation leading to better
operations.
Flexibility Flexibility will ensure that the organization will
be able to adopt the changes to the
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environment accordingly.
Systematic framework The systematic framework will ensure a clear
definition of the roles and responsibilities that
will assist in enhanced effectiveness and
efficiency.
6. Identify three (3) internal and three (3) external factors, issues or events likely to
trigger a policy change.
Internal External
Views and opinions of the entire workforce Innovational changes in the market
environment.
Structure of the organization concern Availability of the resources in the environment
for serving the purpose of the concern.
Tools and techniques that are used by the
organization to conduct their work operations.
Factors of political and social parameters
emerging from the environment.
7. Identify two (2) risks associated with poor policy planning and analyze the potential
impact of each one.
1. With poor policy planning, the major risk that emerges is the poor management of the various
changes that are taking place in the environment.
Impact: Due to the poor management of the changes taking place in the environment the concern
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organization will not be able to face the competition and as such will decline in its success
(Maggetti, & Gilardi, 2016).
2. With the poor policy, another risk that evolves is that there will be no clarity in the work operation
of the company as such there will be disorder in the activities.
Impact: The disorder and lack of clarity in the work operations will significantly disturb the
operation as such the company will not be able to survive for long period.
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Task 2
1. In consultation with other students or ‘stakeholders’ review the case study, Fountain
Art’s website, intranet and their existing policies. Next, anticipate future policy
requirements and write your own agenda to confirm the need for new or reviewed
directives. To complete this assessment successfully, comply with Fountain Art’s
correspondence and communication procedures and include the following elements:
A list of internal and external factors, issues, events, directions or board executive
policies likely to trigger changes to Fountain Art’s policies
While conducting the activities in the market environment there are many internal as well as
external factors that can affect the operations of the concerned business. As such it is very
crucial to managing them which further tends to bring changes in the policy of the Fountain Art.
Further, the views and opinions of different stakeholders may vary for the changes as such they
act as a trigger in making changes in the formulation of the policy (Mead, 2017). Some of the
factors that trigger changes involve environmental factors, the structure of the organization etc.
A summary of their likely implications and impacts
The changes in the policy document due to internal and external factors or due to various
events or opinions of the directors may have both positive as well as negative impacts on the
operations (Maggetti, & Gilardi, 2016). In a positive context, the concerned company will be able
to manage the changes in the environment. However, it may demotivate the workforce as many
frequent changes are taking place in the work patterns of the company (Mead, 2017).
A critical analysis of the requirement for new or revised policies
With the changing scenario of the market environment, it becomes crucial for the management
of the Fountain Art to make new or revise the existing structure of the policy. This is important
as it will support the concerned company in coping with the rapid changes and also to face the
tough level of competition in the market. Apart from that this will support the concerned
company in having a better and successful position in the market arena.
A list of recommended priorities
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Following priorities are required to be considered by the Fountain Art for attaining enhanced
effectiveness and efficiency in the work operations:
 Firstly, a proper understanding of the structure of the organization must be elaborated.
 Secondly, goals and objectives of the concerned company must be made clear to each and
every employee of the company.
 Must ensure active participation of all the employees so that the better decision can be taken.
 Next, the company must consider and understand all the internal as well as external factors so
that the changes in the work operations can be made accordingly.
 In the end, the concerned company must make a keen focus on the effective development of
such systems that support in the continuous monitoring and checking of the activities so that to
ensure that the activities are conducted in a proper manner (Ngozi, et. al., 2015).
2. Summarize the consultation processes you used to determine what or who was likely to
trigger policy changes.
The various members who act as triggers while formulating policy changes were senior
executives, middle department as well as the stakeholders.
The changes were elaborated as more inclusion of the matters that can assist in making
suitable decisions in dynamic situations.
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Task 3
PART A: Plan a policy development process
1. Identify and analyze the risk of three (3) issues likely to affect policy development.
Issues Likelihood Consequences Risk
Organizational factors Probably Intolerable Moderate
Implementation of the
policy
Probably Intolerable Extreme
Environment factors Possible Intolerable Extreme
2. Produce a policy development plan in accordance with Fountain Art’s correspondence
and communication procedures and include the following elements:
Formulation of the policy is an important aspect that needs to be considered in a proper manner
as it can affect the further operation of the concern business organization. As such the Fountain
Art must consider a policy development plan that may include the following series of the steps:
 Firstly, the concerned company must focus on the needs as well as the objectives of the
company so that it can serve the purpose for which it is made.
 Secondly, the company must include in its policy document clear definition of the roles and
responsibilities of the entire workforce so that proper operations can be conducted.
 The next step involves on the judgment and opinions of the experts or intellectual individual so
that suitable and appropriate opinions can be obtained and as such suitable changes can be
made (Ngozi, et. al., 2015).
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 After that, the reliability of the policy document is required to be judged so that it can work well
in the situation of the extreme conditions.
 After the proper policy formulation, the guidelines of the policy is required to be effectively
communicated to the entire workforce as well as all the parties that are associated with the
company so that to make all their views clear enough (Lukianchuk, 2015).
 After that the policy so framed must be implemented in a proper manner so that the goals and
objectives of the company can be attained in a proper manner.
 At last, the management of the Fountain Art must focus on the continuous monitoring of the
policy and as such make appropriate changes in the document as may be required.
PART B: Gather and analyze information to develop a policy
1. Review your policy development plan and ask three (3) students or ‘stakeholders’ to
provide insight into potential legal, ethical and practical requirements associated with
policy development. You can do this by setting up a discussion group and recording
each person’s input/ insight into the table below.
Stakeholders
Name
Insight
Legal
requirements
associated with
policy
development
Ethical
requirements
associated with
policy
development
Practical
requirements
associated with
policy
development
Customers Ensure suitable
relation with the
customers.
Honesty
relations
Satisfaction of
the needs and
wants
The workforce Ensure proper Equal treatment Ensure
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of the company safety measures
for the workforce
enhancement of
the skills.
Top-level
executives
Ensure proper
records to have
a proper check
on the activities
Be transparent
in the operations
Ensure
coordinated
working
2. Present a summary of your research in subjects that relate to potential policy
requirements.
In relation to the potential policy requirements, the Fountain Arts must have proper knowledge
and enhancement of the business environment as it consists of various factors and aspects that
the concerned business organization has to deal with. As such the Fountain Art must
understand the subject of the business environment (Ngozi, et. al., 2015).
In addition to the business environment, the authorities of the concerned company must have
proper understanding of the economic environment that involves various factors such as
political structure, demand and supply needs etc. As such the concerned company must
elaborate their understanding on such aspect.
Further, provided that the company must have proper knowledge and understanding on aspects
of the legal factors as it involves various laws and legislation that the company is required to
follow to avoid any barrier or disturbance (Ngozi, et. al., 2015).
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Task 4
1 (a) Develop three (3) policy options and include those that must—or at least should—be
considered.
The major option that must be considered in the formulation of the policy is in relation to the
organizational structure in which the entire workforce needs to conduct its operations. This will
ensure that the Fountain Art to manage all its departments in an effective and enhanced manner
(Lah, 2017).
The next option to be considered is that the policy must be formulated in a manner that it can be
modified in accordance with the changing needs of the environment. This will support the
Fountain art to manage their activities with the changes needs of the market.
At least the concerned company must consider the time as well as cost elements so that the
operations can be carried in an enhanced and effective manner.
1 (b) Develop five (5) assessment criteria to evaluate (compare) the options and comply
with directives in Fountain Art’s Policy Criteria Document.
1. A first criterion involves the flexibility of the policy document.
2. Structure of the organization
3. The policy document must be information generated that may assist the users in a proper
manner (Sciendo, 2017).
4. The document can be assessed on the basis of the guiding factors that the concerned document
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is providing to all the parties associated with the concerned company.
5. Policy document can further be assessed on the basis of the tools and techniques it is providing
for the constant check of the activities as well as the operations of the entire workforce (CRAFT,
& HOWLETT, 2012).
2 (a) Decide which policy you prefer and write a recommendation (500-800 words) based
on your selection criteria. Make sure you promote the benefits and include a request for
approval to draft your policy.
In order to ensure that proper operations and work patterns can be conducted it is essential that
the effective policy must be framed that provides a systematic framework for the entire
workforce of the concern in relation to their work operations (Sciendo, 2017). This is essential
as it provides proper order and discipline in the organization that thereby leads to the
effectiveness and efficiency in the work operation of the concerned company. As such the
authorities of the Fountain Art must focus on such formulation of the policy that is flexible and is
in accordance with the structure of the organization (Sciendo, 2017). This is essential because it
will support the concerned company in proper management of the internal environment of the
concern conforming to the changes in the external environment. Apart from that, it will assist the
company in making suitable changes in the work operations so as to attain effective growth and
success. It will also assist the management of the Fountain Art in facing the tough level of
competition. In addition, the concerned company will be able to capture a greater share in the
market.
As such it is suggested that the senior executives draft a policy structure that conforms to the
needs and requirements of the internal as well as external environment. It is also requested that
the policy formulation of the company must serve the needs of the company and should also
ensure that the guidelines of the policy are flexible in nature so that they can be changed in
according to the changing needs. This will ensure that the company is able to conduct its
activities in an enhanced and effective manner (Swan, A., 2012).
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Further provided it is requested by the Fountain Art to ensure suitable and appropriate
measures while drafting the policy and as such should involve active participation of all the
parties’ associated with the Fountain Art so that new and creative ideas can be included so that
the operations of the concerned company can be conducted in a proper manner.
b) Recommend one (1) risk control method for each of the factors likely to affect the
implementation process and comply with Fountain Art’s Written Correspondence
Procedure and Code of Conduct.
Factors likely to affect the implementation
process
Risk control methods
Lack of staff training For the purpose of the lack of training proper
efforts are required to be made by the
management of the training sessions so that the
knowledge and skills of the staff can be
improved (Swan, 2012).
Customer/ client complaint For the purpose, the management of the
Fountain Art must develop an effective
department that is responsible for the purpose
of handling the queries of the clients (ŠINKO,
2016).
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Task 5
1. Draft a policy based on the template provided and includes the following elements:
Component
1 While drafting the policy proper statement in relation to the objectives and goals of the
Fountain Art must be made clear so that the employees of the concerned company are
clear in their views and opinions. As such the operations can be conducted in a proper
format.
2 The concerned company is also required to have a proper description of all the principles,
values and philosophies that needs to carry on by the entire workforce so that the entire
work operations can be conducted in a proper and easy manner.
3 The policy document must also elaborate on the short-term objectives that are required to
be achieved in order to attain the goals of the company. This task is crucial therefore must
be made clear to the entire workforce in a proper manner.
4 The policy document must also elaborate on the strategies that are required to be
adopted and implemented so as to attain the objectives. This requires the proper focus on
the part of the top level of management (Swan, 2012).
5 The policy document must address the various actions that are required to be taken in the
situation of the change so that the working operations of the concerned company can be
conducted in a smooth manner (ŠINKO, 2016).
6 The concerned document should elaborate on the various outcomes that can be used by
the concerned company for enhancing the level of operations.
7 Further provided the concerned document must depict the indicators through which the
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level of performance of the employees, as well as an organization, can be measured. This
will assist the concerned company in taking measures if the performance level is not
appropriate (ŠINKO, 2016)
8 Proper and systematic planning must be elaborated in the policy document by the
concerned company so that the changes in the environment can be effectively handled.
Apart from the policy document must have proper strategies so that the changes can be
effectively implemented in the organization (Hussler, et. al., 2016).
9 The process that can support in the management of the risk emerging is required to be
addressed in the document,
10 In the end, the document must consist proper mechanism that can assist in the proper
monitoring and control of the activities (Swan, 2012).
2. Using Fountain Art’s communication procedure as a guide, prepare an email.
To: Staff and Stakeholders
Subject: Invitation for the agreement confirmation
With due respect, it has been elaborated that the policy document of the company has been
formulated that has clearly defined the roles and responsibilities that the entire workforce is
required to follow. In addition, the policy document has provided the suitable guidelines that
must be observed in the work operations so that the activities are conducted in a systematic
manner. Apart from that, the policy document has provided for the strategies that can assist
the company in conducting the operations and activities in an enhanced manner.
Hereby is the list of the staff members that will provide suitable assistance in conducting of
various activities that can support in the attainment of the objectives:
Senior executive- He will be responsible to ensure that all the departments are coordinated
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and working in the desired manner. In addition, he will oversee that the work operations are
conducted in a manner such that there is proper order in the work environment of the
business concern.
Middle management- they will be responsible to act as a link between the top management
as well as the operational level. Apart it will ensure suitable procedure for the effective
communication so that the activities are conducted in a clear manner.
Operational level- The concerned level will be responsible for the quality assurance and also
make sure that the resources are utilized in the best possible manner.
The clear definition of the roles and responsibilities will assist the company in making
suitable decisions with regards to their operations.
Please consider the following policy document and provide your confirmation so that the
operations can proceed as soon as possible.
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References
 CRAFT, J., & HOWLETT, M., 2012. Policy formulation, governance shifts and policy influence:
location and content in policy advisory systems. Jnl Publ. Pol., 32, 2, 79–98.
 Hussler, C., Pénin, J., Dietrich, M., & Burger-Helmchen, T., 2012. Strategic management and
the economics of the firm. Journal of Strategy and Management.
 Kaplan, R. S., & Mikes, A., 2016. Risk Management- The Revealing Hand. Harvard Business
School.
 Lah, O., 2017. Factors of Change: The influence of policy environment factors on climate
change mitigation strategies in the transport sector. Elsevier.
 Lukianchuk, G., 2015. The impact of enterprise risk management on firm performance of small
and medium enterprises. European Scientic Journal.
 Maggetti, M., & Gilardi, F., 2016. Problems (and solutions) in the measurement of policy
diffusion mechanisms. Journal of Public Policy.
 Mead, L. M., 2017. Teaching Public Policy: Linking Policy and Politics. Journal of Public Affairs
Education.
 Ngozi, P., Ifeoma, R., & NWANKWO, C. S., 2015. THE ROLE OF FFECTIVE
COMMUNICATION ON ORGANIZATIONAL PERFORMANCE: A STUDY OF NNAMDI
AZIKIWE UNIVERSITY, AWK. Public Administration and Management.
 Sciendo, 2017. [Online]. Journal. Available at:
https://content.sciendo.com/view/journals/emj/9/3/article-p63.xml [Accessed on June 23, 2018]
 ŠINKO, M., 2016. POLICY CHANGE – REVIEW OF CLASSIFICATION, MEASUREMENT AND
FACTORS. TEORIJA IN PRAKSA.
 Swan, A., 2012. Policy Guidelines FOR THE DEVELOPMENT AND PROMOTION OF OPEN
ACCESS. United Nations Educational, Scientific and Cultural Organization.
 Wiley Online Library, 2017. [Online]. Journal. Available at:
https://onlinelibrary.wiley.com/doi/full/10.1002/app5.196 [Accessed on June 23, 2018]
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