What is the difference between a policy and a procedure? What are the functions of policies

Question

What will be an ideal response?

Answer 1

A policy is a general statement of intent describing how situations should be handled. Policy
statements also show preferences and provide guiding principles for employees and the
organization. Policy statements describe general goals and focus on a wide range of personnel
issues, such as selection, discipline, promotion, and termination. They often address behavioral
problems associated with substance abuse, sexual harassment, discrimination, as well as
workplace violence and safety, and the use of force. Policies also show values: affirmative action,
equal opportunity employment, conflict of interest, and ethics are some examples. Furthermore, policies can be used to help create accountability for managerial and employee-based activities.
In fact, in some cases, policies are considered the constitution of the workforce, clearly
describing acceptable levels of conduct and explaining what the company expects and values.
Existing policies will require periodic revision, and additional policies may be created as new
situations or issues arise. A procedure outlines a series of steps to be followed when carrying out
a policy. Procedures outline specific operational protocols and describe detailed responses to
incidents or events. Procedures often cover a wider range of activities and they are more specific
than policies. Some examples of procedures include: blood-borne pathogens/universal
precautions, evidence handling, emergency procedures (bomb threat, active shooter, and fire),
patrol procedures, and handling sensitive and classified information. In some situations, case
law will require new procedures. For example, in its Graham v. Conner (1989) decision, the
U.S. Supreme Court determined the legal standards and guidelines regarding the use of force.
Now, for force to be considered reasonable and not excessive in nature, the level of force used
must be objectively reasonable and based on the totality of circumstances related to the
particular incident. Because of this decision, security companies must ensure that they have a
correct use of force policy and detailed procedures related to when force can be legally and
ethically used. Policies and procedures serve many functions. First, they provide guidance for
security staff on what to do in certain situations. In doing so, policies serve to restrict activities
by staff. They serve to frame discretionary decisions by staff, ensuring that they act in a
professional, legal, and ethical manner. Next, well-designed policies and procedures also serve
as a liability reduction tool. For example, in most cases, employers have many policies and
procedures for high-risk/liability situations such as use of force and arrest where the policy and
procedures clearly dictate what actions are appropriate. These comprehensive and up to date
policies ensure that the organization is in compliance with existing laws and regulations, serving
to reduce legal risk/liability against staff and the organization. Policies and procedures are also
a training tool. Their existence serves to notify and educate staff on what is appropriate. And, if
an issue should occur, the policy and procedure manual can be used for disciplinary purposes to
correct behaviors and actions. However, precise guidance may not be appropriate in all
situations. Security personnel often work alone in settings that require the exercise of
independent judgment and discretion. Thus, overreliance on standardized procedures can
discourage critical thinking, problem solving, initiative, and imagination.