Developing Organisation Policy: A Comprehensive Guide

This comprehensive guide explores the intricate process of developing organizational policies. It delves into the various stages of the policy cycle, from identifying the need for a new policy to its implementation and evaluation. The guide provides practical insights into risk management, stakeholder engagement, and legal and ethical considerations. It also includes a case study of Fountain Art, a fictional organization, to illustrate the application of policy development principles in a real-world scenario.

Develop Organisation Policy
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Table of Contents
Assessment Task 1..................................................................................................................................... 3
Question 1 Explain each of the processes and practices relating to whom and what (steps) might be
involved................................................................................................................................................... 3
Question 2 In what ways does defining the nature, size and distribution of a problem ultimately affect
each stage of the policy cycle?................................................................................................................ 4
Question 3 How would you use an analytical policy development framework to minimise organisational
risk?......................................................................................................................................................... 4
Question 4 Explain how existing policies and the policy cycle guide the development and review of new
policies..................................................................................................................................................... 4
Question 5 Provide three (3) examples of laws and/or regulations that apply to policies and outline their
potential impact on the development process..........................................................................................4
Question 6 Identify three (3) internal and three (3) external factors, issues or events likely to trigger a
policy change........................................................................................................................................... 5
Question 7 Identify two (2) risks associated with poor policy planning and analyse the potential impact
of each one.............................................................................................................................................. 6
Assessment 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 directives. To complete this assessment successfully,
comply with Fountain Art’s correspondence and communication procedures and include the following
elements:................................................................................................................................................. 7
2. Summarise the consultation processes you used to determine what or who was likely to trigger
policy changes and include:..................................................................................................................... 8
Assessment Task 3................................................................................................................................... 10
Part A..................................................................................................................................................... 10
1. Identify and analyse the risk of three (3) issues likely to affect policy development. You can do this
by referring to your policy agenda and the risk analysis matrix below to determine the likelihood of
each internal and external factor and potential consequences..........................................................10
2. Produce a policy development plan in accordance with Fountain Art’s correspondence and
communication procedures and include the following elements:.......................................................10
Part B..................................................................................................................................................... 11
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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......................................................................................................................................... 11
2. Present a summary of your research in subjects that relate to potential policy requirements that: 12
Assessment Task 4................................................................................................................................... 13
1. (a) Develop three (3) policy options and include those that must—or at least should—be considered.
............................................................................................................................................................... 13
(b) Develop five (5) assessment criteria to evaluate (compare) the options and comply with directives in
Fountain Art’s Policy Criteria Document................................................................................................ 13
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..................................................................................................................................................... 14
(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.....15
Assessment Task 5................................................................................................................................... 17
1. Draft a policy based on the template provided and include the following elements:..........................17
2. Using Fountain Art’s communication procedure as a guide, prepare an email (300-500 words)
promoting your policy to all staff and stakeholders and include the following elements:........................18
References................................................................................................................................................ 20
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Assessment Task 1
Question1. Explain each of the processes and practices relating to whom and
what (steps) might be involved.
Policies Who might be involved? What might be involved?
Identifying the scope of a
policyssssss
This includes the top
management of the business
entity. The scope of policy
assists in providing guidance
for the development and
offers the summary of the
proposed policy. Along with
this, effective consultation is
required (Pawl, et. al., 2018).
It includes the statement of
policy, reason, description,
goals, stakeholders to consult
in developing the policy, what
changes need to require,
effective communication and
training activities.
Analysing the issues arising
from existing policy
This step includes the senior
level manager and middle-
level managers of the
company. It is necessary that
existing policies need to
analyse and provide the
effective description.
It is necessary to evaluate all
the issues which generate at
the time of using existing
policies as it affects the
operations of the company
and motivation level of the
workforce.
Drafting a new policy At the time of drafting the
new policy, the involvement
of senior, middle managers
and leaders is necessary.
At the time of drafting the
new policy, all criteria need to
be included that is financial,
technical or human
resources.
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Question2. In what ways does defining the nature, size and distribution of a
problem ultimately affect each stage of the policy cycle?
Nature, size as well as the distribution of a problem having an impact on the diversified stages
which are related to the policy cycle as it includes the suggestions of different stakeholders and
other parties. This will have an impact on the operations of the business entity.
Question3. How would you use an analytical policy development framework to
minimise organisational risk?
Analytical policy framework help business entity in reducing the risk which occurs in the
organisation by identifying the driving force along with the aspects which are relevant for the
formulation of policy. This assist in providing the effective framework so that operations can be
done effectively and risk can be reduced (Bizmanualz, 2018).
Question4. Explain how existing policies and the policy cycle guide the
development and review of new policies.
Existing policies which company is using help in attaining the aims and objectives but from the
existing policies sometimes issues may occur and for that, they have to implement new policies,
this will help in attaining future success. When new policies are implemented, then the
management need to review the policies so that operations can be much better and by that
organisational goals and targets can be accomplished.
Question5. 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
Environmental Protection Act 1986 This Act having an impact on the company as
it helps in managing the environment of the
workplace and reduce the wastage of
resources as well. This will help in reducing
the cost and benefits
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Equality Act 2010 The impact of this act on the business entity
is that it helps in offering equal opportunity to
each and every staff member. This will help
in enhancing the encouragement level and by
that, they can offer the qualitative services
(Ross, 2018).
Health and Safety Legislation This act having an impact on the organisation
as it assists in providing the effective
protection to the workers. This will help in
reducing the illness and injury as well as
motivate the workers and boost the level of
productivity.
Question6. Identify three (3) internal and three (3) external factors, issues or
events likely to trigger a policy change.
Internal External
Organisational Structure need to considered Change of needs and requirements of
consumers.
Involvements of workers and take opinions
and new ideas
High competition in the market.
Effective communication with the employees
is necessary.
Political changes influence the organisational
decisions.
Tools and techniques which have an impact
on operations.
Decisions of government
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Question7. Identify two (2) risks associated with poor policy planning and analyse
the potential impact of each one.
Risk of poor estimation affects the budget of business requirements.
Impact: If planning is not done effectively which include the inadequate resources and time.
This will be having an impact on the process of the whole working (Gleeson, 2018).
Lack of business support affect the characteristics of the project which assist in differentiating
expectations among the major stakeholders.
Impact: This include the competing ideas and it causes confusion and reworks.
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Assessment 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
Internal and external factors which have an impact on policies include:
 Internal Factors: Leadership, Communication, Organisational Structure and learning.
 External Factors: Change in technology, Changes in trends, rules and regulations of
government.
There are some issues which have an adverse influence on policies such as productivity,
managing environment, the health of the staff members etc.
Moreover, some events, directions as well as board executive policiesincludea market
catalyst, political stability, government spending, regulations and interest rates having an
impact on the existing policies and by all these Fountain Art policies need to be changed. The
management needs to decide to implement appropriate and effective policies so that all the
issues can be resolved (Mac Leod, et. al., 2018).
A summary of their likely implications and impacts
When leaders adopt new policies, then this will help in utilising the effective skills so that they
can attain the goals and objectives. If they are using the effective channel for communication
then results can be improved. The policies of government depend on the political culture and
by implementing the policies they can make effective decisions. Moreover, ministry bodies get
money for spending from the taxation and this will be having an impact on the company’s
policy as it discourages the investment.
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A critical analysis of the requirement for new or revised policies
There are some policies which Fountain Art need to implement so that they can attain their
targets which include customer quality policy which helps in fulfilling the needs and wants of
consumers. Another is ethics and conduct policy which assist in analysing consumer demand
more than quality and credit. Next is employment policies as these policies help in
addressing the concern of employees and business. This will help in understanding and
analyse the performance of the Fountain Arts as well.
A list of recommended priorities
The management committee of the Fountain Arts needs to make the decision of
implementing the effective policies so that requirements of employees and consumers can be
fulfilled. They have to implement workplace safety policy which helps in maintaining the
health of the staff members. The policy should implement with the consultation of
stakeholders and for the agreement should be prepared.
2. Summarise the consultation processes you used to determine what or who was
likely to trigger policy changes and include:
 The dates and names of students or ‘stakeholders’ you consulted with
 The iterative (repeated rounds of analysis) and consultative processes you
used
The process of consultation is the extremely important and essential concept which assist in
managing the business entity. This process helps in creating value for stakeholders and
consultation is a process so that they can attain the aim by understanding the needs, wants
along with the expectations of stakeholders so that value can be created. Consultation refers
to the active process in which organisation management which opens formal and informal
channels of communication among organisation and its stakeholders (Dlouhá&Pospíšilová,
2018).
Consultation process assists in attending and analysing the meetings and then they have to
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complete the survey from the different stakeholders. The stakeholders are:
Date Name of Stakeholders Occupation
23-June-2018 John Staff members
23-June-2018 Alex Management Committee
member
23-June-2018 Barbie Service User
From these three stakeholders, the survey can be collected for the changes of policy. After
that, feedback should be received and provided to the management related to issues which
are generated in meetings by the survey.
In the consultation process, it is necessary to identify the scope of development of existing
policy and implementing new policies as well as needs to understand. After that, needs to be
aligned with the service models. After that, the employees of Fountain Arts should implement
the pre-defined service legal agreement along with the processes. At last, all the activities
need to review and check for the continuous improvement.
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Assessment Task 3
Part A
1. Identify and analyse the risk of three (3) issues likely to affect policy
development. You can do this by referring to your policy agenda and the risk
analysis matrix below to determine the likelihood of each internal and external
factor and potential consequences.
Issues Likelihood Consequences Risk
Implementation of
new policies
Probably Intolerable Extreme
Risk management Probably Intolerable Extreme
Tax revenues Possible Tolerable Medium
2. Produce a policy development plan in accordance with Fountain Art’s
correspondence and communication procedures and include the following
elements:
Policy development plan includes the different steps which are according to Fountain Art’s
Correspondence as well as procedure associated with communication.
 First, the manager needs to identify the need todeveloping the policy. The company need to
assess the activities and responsibilities on a continuous basis so that they can identify the
policies and procedure.
 Then, identification of the individual needs to be done who can take the responsibility according
to the expertise (DY Committee Guide, 2018).
 After that information or data need to gather and any legal responsibilities are present in this
area.
 After that, the policyneeds to draft and analyse the complexity of policy.
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 Then, a policy which is to be developedaneed to consult with the stakeholders of Fountain Art’s
so that they can grasp more opportunities.
 After that, effective communication to be done with the formal adoption of policy with the
stakeholders and organisation.
 After that, policy should be approved and finalise as well by the management committee.
 Then, appropriate procedure needs to consider which provide effective assistance to internal
policies so that management can deal with the complaints (DY Committee Guide, 2018).
 Then, policy should be implemented and manager need to analyse that training is required or
not.
 At last, management of Fountain Art’s need to monitor, supervise, review and revise the policy
which is implemented after development.
Part B
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
Service Users Need to
maintain
relations with
service
Fulfil
requirements
Enhance
satisfaction
level.
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providers
Staff Members Provide health
and safety at the
workplace
Provide
maximum
benefits
Provide training
so that goals
can be attained.
Management
Committee
members
Need to
maintain proper
records and
adopt Equality
Act 2010
Maintenance of
Confidentiality
Right to secure
the information
of both staff
members and
services users.
2. Present a summary of your research in subjects that relate to potential policy
requirements that:
In this research, Fountain Art need to implement the appropriate policies so that employees and
services users and other stakeholders cannot face any issues. It is necessary that when
management decides to develop the policies, then they have to use an appropriate procedure
which includes different steps and that is stated above. All the details related to the
development of policies need to be communicated with the stakeholders. The policy
development plan must be considered as it is helpful for Fountain Art. The employees of the
company need to fulfil the requirements of consumers and management committee need to
decide the implementation of the Equality Act 2010 so that each and every staff member get
equal opportunity.
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Assessment Task 4
1. (a) Develop three (3) policy options and include those that must—or at least
should—be considered.
The first and main option which Fountain Art can implement controls instruments policy as it
includes regulations, controls of different type of resources. They have to allocate appropriate
resources which can be controlled by the government or agencies of ministry bodies.
Another policy option which company can adopt is economic incentives so that they can
manage the environment of the workplace. This policy is based on principles of getting the
prices right and make property secure and tradeable. This help in managing the cost as well
by utilising effective resources, taxation and investment incentives (Lott, et. al., 2018).
Last option for Fountain Art is institutional development as it assists in defining the rules,
conventions along with the other elements which form according to the structural framework
of the social interaction.
(b) Develop five (5) assessment criteria to evaluate (compare) the options and
comply with directives in Fountain Art’s Policy Criteria Document
The different criteria for assessment so that policy options can be evaluated and analysed and
that iscomplying with the directive in the Policy Criteria Document of Fountain Art’s which
include:
Technical feasibility includes all the availability of necessary resources along with the
competencies. This criterion assists in judging the policy proposals. The effectiveness of
proposed policy assists in attaining the goals which are set according to policy statement.
Cost-effectivenessassists in attaining the policy goals at the least cost. This criterion assists
in establishing the stable investment conditions as well as assist in increasing capacity to
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provide assistance in using a specific technology (Flores, 2018).
Economic Efficiencyassists in maximising the satisfaction by society. This had an impact on
the economy on the government spending. The most common criteria are costs and another
is benefits
Stakeholder acceptance requires the effective communication as it assists in building the
different trade associations. Along with this, it requires the effective media so that different
policy options and by that acceptance can be provided.
Administrative Criteriaas it includes the public policies which are implemented and executed
by public agencies. It assists in providing the effective judgement for proposing public
policies. This criterion includes the authority, commitment, capacity as well as support
(Flores, 2018).
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.
The manager of Fountain Arts needs to adopt the best and effective organisation structure as it
helpsin completing the operations in an effective manner.They have to set the appropriate policy
in a systematic way so that employees of the company complete the task effectively and
efficiently. It is essential that management put the effective controlof the employees so that
operations cannot affect. The management committee of Fountain Arts need to put the effective
focus on the formulation of policy which is flexible in nature and policies need to set according to
the structure which is followed in the Fountain Arts. It is necessary that they have to provide the
effective assistance for the management so that they can maintain the internal environment of
concern as well as need to manage the changes occurred in the external environment.
The manager of Fountain Art is responsible for regulation, planning and operating for the
different policies with the risk which is required to develop as well as implement the
management protocol which depends on best practices for the available resources. At the time
of implementing policy, they have to use appropriate and available resources so that they can
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improve the management outcomes. The management committee of Fountain Arts need to
make the effective and best changes in the working operations and by that, they can accomplish
the effective growth and success. It provides the effective support to management in facing the
high competition. This will help in increasing the capital as well as enhancing the market share.
The senior level management needs to address the human resource issues when they are
implementing and executing the personnel policies which include equal opportunities
employment policies, overtime compensation, payroll deductions, performance evaluations and
increment in salary. The recommendation is that senior executives need to draft the policy
structure which assists in fulfilling the requirement of the employees and consumers as well.
They have to analyse the internal and external environment. The policy needs to formulate by
identifying the scope as well as help in serving the needs of the business entity. According to
policy implementation, the managerneeds to take care of employees and provide training to
them so that employees cannot face any issues in adopting the new policies. Along with this, by
the effective training employees can fulfil the needs and wants of consumers. This will help in
attaining the goals and objectives in an effective way.
Moreover, the employees of Fountain Art need to ensure that they have to take appropriate and
effective measures at the time of drafting the policy and need to take a suggestion from the
other parties or stakeholders so that they can enhance creativity and innovation. This will help in
completing the operations effectively and efficiently. At the time of implementing the new policy,
they have to conduct the information session which is helpful for employees so that they can get
the opportunity to enhance the growth. There are different things which need to cover in
information session which includes business decisions which help in improvement of policy,
discussion on the goal of policy, the processneeds to take in developing the policy such as
research, benchmarking or consultation.
(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
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Lack of staff training Duplication is the risk control method which includes the
creation of a backup plan. It is related with the effective
technology.
Customer/ client complaints Diversification is the best risk control method which
assists in allocating the different business resources so
that complaints of consumers can be resolved and by
that Fountain Art can attain the goals and objectives (De
Silva,2018).
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Approval Letter:
Stakeholders
Fountain Art Company
7 Montague St
Australia
Date: 23 June 2018
It is my pleasure to ask for you to endorse the strategies in connection to the business
entity. You should provide the permission for implementing the policies and for that
company need to use appropriate procedure so that policies can be improved. Along with
this, they can implement some more policies so that effective functioning of policies can be
done.
Regards
Fountain Art Company.
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Assessment Task 5
1. Draft a policy based on the template provided and include the following
elements:
 Risk management processes to ensure progress against the timeframe and
milestones
 An implementation plan that details responsibilities for implementation and
strategies for transition, change management, initial and ongoing training and
maintenance of the policy
 Mechanisms for monitoring compliance, quality assurance and evaluation
1. While drafting the policy, the proper statement includes the objectives and goals of
Fountain Art must be clear and all the employees provide proper involvement by
offering opinion and suggestions.
2. This document includes the proper description of principles, philosophies and values
so that operations can be done effectively and efficiently.
3. This document includes the short-term objectives of the company that is to implement
the Health andsafety legislation.
4. The policy document includes the strategies which help in attaining the objectives that
is the implementation of new policies so that performance and productivity can be
enhanced.
5. This document includes the actions or steps which are required to take in use so that
operations can be done in a positive and best way.
6. The policy document should include the outcomes which they want to attain and on
the basis of that level of operations of a company can be enhanced.
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7. The employees need to use appropriate tool or performance indicator to analyse the
performance of the company in the market at the time ofimplementing the policies.
8. The employees need to prepare effective planning and whole plan should be included
in the policy document so that all the changes in the environment can be handled. On
the basis of that, strategies need to be imposed so that targets can be attained.
9. They have to use the appropriate process of risk management so that risk can be
managed and by that, they can attain maximum profits.
10. At last, the policyneeds to reviewed by considering the proper and effective
mechanism. This requires the effective monitoring and controlling of activities.
2. Using Fountain Art’s communication procedure as a guide, prepare an email
(300-500 words) promoting your policy to all staff and stakeholders and include
the following elements:
 An invitation to confirm their agreement
 A list of Fountain Art staff who will be responsible for implementation
To: Stakeholders
Cc: Staff members
Subject: Invitation to confirm their Agreement
Thankyou so much for the response for which implementing policies in the Fountain Art. The
document related to policy framed and on the basis of that roles and responsibilities need to
follow. In the document of policy, effective guidelines should be provided so that they can
implement the policies effectively and efficiently. When policy implemented in the company,
work operations can be managed. Policy document includes the appropriate strategies so
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that the employees of Fountain Air cannot face any operations in conducting the activities in
thebest way. The list of the stakeholders includes staff members, service users and
management committee. This will provide an effective assistance so that targets can be
attained. In each and every level, best policies should be implemented related to health and
safety of employees, maintaining an environment in the company. \
The management whether it is senior, middle and operational level requires the effective
participation in the activities and by that, they can attain the goals and objectives. Senior
executive needs to maintain the effective coordination so that working can be done
effectively. They have to provide the positive work environment to all the employees so that
all the task can be completed at a specific time. The operational level manager having a
responsibility to maintain the quality of the services as week as the need to use appropriate
and available resources. The clear definition of the roles and responsibilities of all the
employees so that they can make an effective decision which is associated with operations.
Please consider the following policy document as well as offer the confirmation so that
operations can be done in a possible manner.
Best Regards
Employees
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References
 Bizmanualz. (2018). What Business Policies Does Every Company Need? [Online]
Bizmanualz. Available at:
https://www.bizmanualz.com/improve-company-governance/what-business-policies-
does-every-company-need.html. [Accessed on: 23rd June 2018].
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public debate: The importance of participatory research in reflecting and supporting the
consultation process in developing a vision for Czech education. Journal of Cleaner
Production, 172, 4314-4327.
 DY Committee Guide. (2018). How to develop Policies and Procedures. [Online] DY
Committee Guide. Available at: http://www.diycommitteeguide.org/resource/how-to-
develop-policies-and-procedures. [Accessed on: 23rd June 2018].
 Flores, S. S. (2018). What is sustainability in the wine world? A cross-country analysis of
wine sustainability frameworks. Journal of Cleaner Production, 172, 2301-2312.
 Gleeson. P., (2018). Internal & External Factors That Affect an Organization. [Online]
Chron. Available at: http://smallbusiness.chron.com/internal-external-factors-affect-
organization-16641.html. [Accessed on: 23rd June 2018].
 Lott, M., Schwartz, M., Story, M., & Brownell, K. D. (2018). Why We Need Local, State,
and National Policy-Based Approaches to Improve Children’s Nutrition in the United
States. In Pediatric Obesity (pp. 731-755). Humana Press, Cham.
 Mac Leod, K. A., Seas, A., Wainwright, M. L., &Mozzachiodi, R. (2018). Effects of
internal and external factors on the budgeting between defensive and non-defensive
responses in Aplysia. Behavioural brain research.
 Pawl, J. D., Richardson, D., Griner, R., &NeSmith, E. (2018). A Program to Develop and
Support Diverse Chairs. The Department Chair, 28(3), 15-16.
 Ross, F. J. (2018, February). From municipal feminism to the Equality Act–Legislation
and gender equality work in UK local government 1980-2010. In Women's Studies
International Forum (Vol. 66, pp. 1-8). Pergamon.
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