My Policies don't match the work being done!

Aligning Policies and Procedures: Why "My Policies Don’t Match the Procedures on the Ground" is a Red Flag for Small and Medium-Sized Businesses

In the world of small and medium-sized businesses (SMBs), owners juggle countless priorities—sales, operations, customer relations, and compliance, to name a few. 

In the hustle of running a business, many overlook one crucial aspect: ensuring that their policies match the procedures carried out daily.

As a safety consultant, I wish I had a quarter for every time a business owner or a manager said that the work they do is very different from the policies on file. This is concerning for many reasons. 

This disconnect puts the business owner at risk and has an effect on operational efficiency, posing severe operational, legal, and financial risks.

Although this issue is particularly obvious around safety management, where the Occupational Health and Safety Act (OHSA), 85 of 1993, requires a thorough alignment between safety policies and workplace practices, it is also a reality in other aspects of the small and medium-sized businesses I have assisted.

Let’s explore why aligning policies with procedures is non-negotiable, the risks of failing to do so, and practical steps to address this misalignment.

Why Alignment Matters

Policies are the backbone of any organisation. They establish expectations, guide decision-making, and provide a framework for compliance. 

Procedures, on the other hand, are the hands-on tasks that bring these policies to life. Procedures should be the focus when training new employees to ensure they know what is required and to prevent the carry-over of bad habits from existing employees. 

When policies and procedures are out of sync, the entire organisation can suffer. Here’s why alignment is critical:

1. Compliance with Legal Standards: South African law emphasises the need for consistent safety practices. Section 16 of OHSA places the onus on senior management to ensure compliance with workplace safety requirements. Misaligned policies—those that exist on paper but are ignored in practice—can lead to hefty fines, legal disputes, or worse, workplace accidents that could have been prevented.

2. Employee Safety and Morale: Employees often rely on procedures to guide their day-to-day work. If these procedures deviate from official policies, confusion ensues. Workers may adopt unsafe shortcuts, increasing the likelihood of accidents. A workforce that views their managers as indifferent to their well-being will also experience lower morale and engagement.

3. Operational Efficiency Clear and aligned policies streamline operations. When tasks reflect written guidelines that have been planned and measured for productivity, employees waste less time interpreting instructions or improvising. This efficiency translates to cost savings and better overall performance.

4. Reputational Integrity Businesses that fail to uphold safety and operational standards could fall under public scrutiny, or worse yet, be audited by official government or association bodies. Negative media coverage following an incident can damage trust among customers, stakeholders, and employees.

Consequences of Misalignment

Let’s ground these abstract risks in real-life scenarios. Imagine a medium-sized construction company whose safety policy mandates the use of harnesses at heights above 2 meters. However, on-site supervisors routinely allow work without harnesses to save time. This disconnect has multiple consequences:

• A fall resulting in injury could lead to an inspection by the Department of Employment and Labour. The company could face penalties for non-compliance with OHSA.
• Compensation claims, medical costs, and potential lawsuits will strain finances.
• News of the incident might deter clients from engaging the company for future projects.

Such scenarios are not imagined. Reports from the Department reveal that many workplace injuries stem from poor implementation of safety protocols. SMBs must recognise that while adapting processes to operational realities is inevitable, deviating from core safety policies is not.

Bridging the Gap: Practical Steps

How can business owners ensure their policies reflect and guide real-world practices? Here are actionable steps to bridge the gap:

1. Conduct a Policy Audit: Begin by reviewing existing policies. Do they align with legal requirements, industry standards, and the realities of your operations? For example, does your company’s fire evacuation policy align with the building’s physical layout and fire drill practices?

2. Engage Employees in the Review: Employees working on the ground are a valuable source of insight and information. Their input can highlight discrepancies between written policies and practical challenges. Regular workshops or feedback sessions ensure their voices are heard.

3. Update Standard Operating Procedures (SOPs): Once all the gaps are identified, adjust your SOPs to reflect both policy requirements and operational realities. SOPs should serve as the bridge between the two, ensuring compliance without compromising efficiency.

4. Training and Awareness Even the best-aligned policies are useless if employees aren’t aware of them. Regular training sessions should emphasise the importance of compliance and provide practical guidance on implementing the correct SOPs. Use clear, concise language and, where possible, visual aids.

5. Regular Monitoring and Enforcement Alignment is not a one-time exercise. Establish a system for regular monitoring, such as internal audits or safety inspections, to ensure continued compliance. Supervisors and managers must be held accountable for enforcing policies on the ground.

6. Consult an Expert The complexity of aligning policies and procedures can be daunting, particularly for SMBs with limited resources. This is where engaging a consultant can make a difference.

Conclusion

The phrase “My policies don’t match the procedures on the ground” should never describe your business. Misalignment signals deeper issues that could cost you time, money, and reputation. 

By prioritising the alignment of policies and procedures, you’re not only complying with the Occupational Health and Safety Act but also fostering a culture of safety, efficiency, and trust.

Don’t leave alignment to chance. Let’s work together to create a safer, more efficient workplace—one where policies guide every task, and every task reflects a commitment to doing things right. Contact me today to begin the journey toward operational excellence.