Policies and Procedures
Policies and Procedures
Our company policies and procedures are crucial for maintaining a thriving and ethical work environment. Together, they shape our organizational culture, guiding our actions and decisions to uphold the highest standards of professionalism and excellence.
These policies and procedures are reviewed annually on the last day of February or earlier if the situation dictates.
All policies are version 1 unless stated at the bottom of the policy.
Recruitment and Retention Policy
1. Introduction
At IPSO FACTO we recognize the critical importance of recruiting and retaining highly skilled project management consultants to deliver professional training services. This policy outlines our commitment to attracting top talent, providing a supportive work environment, and implementing strategies to retain our employees.
2. Recruitment Process
- Job Description: Clearly define the role of a project management consultant, including responsibilities, qualifications, and skills required.
- Advertisement: Utilize various channels such as LinkedIn, and professional networks to advertise job openings.
- Selection Criteria: Develop specific criteria for evaluating candidates based on their experience, qualifications, and suitability for the role.
- Interview Process: Conduct structured interviews to assess candidates’ technical skills, communication abilities, and cultural fit within the organization.
- Diversity and Inclusion: Ensure that recruitment processes promote diversity and inclusivity by reaching out to a wide pool of candidates and mitigating biases during selection.
3. Onboarding Process
- Orientation: Provide comprehensive orientation sessions to familiarize new hires with company policies, procedures, and culture.
- Training and Development: Offer continuous learning opportunities to enhance consultants’ skills and knowledge in project management methodologies, tools, and industry trends.
- Mentorship: Tim Whitaker to mentor new hires to facilitate their integration into the company and provide ongoing support and guidance.
- Feedback Mechanism: Establish regular feedback mechanisms to gather input from new hires and address any concerns or challenges they may encounter during the onboarding process.
4. Career Development and Growth
- Training and Certification: Encourage consultants to pursue additional training, certifications, and professional development opportunities.
- Personal Development Record: Training events, seminars, workshops are to be recorded on the trainers personal development spreadsheet located in the IPSO FACTO shared folder on OneDrive.
- Regular Performance Reviews: Conduct regular performance reviews to assess consultants’ and staff progress, provide constructive feedback, and identify areas for growth and development.
5. Employee Engagement and Retention
- Open Communication: Foster open communication channels between management and consultants to encourage transparency, collaboration, and feedback.
- Recognition and Appreciation: Recognize and appreciate consultants’ contributions through formal and informal channels.
- Workplace Culture: Cultivate a positive workplace culture that values diversity, inclusion, and respect for all employees.
- Work-Life Balance: Support work-life balance initiatives such as flexible scheduling to help consultants maintain a healthy balance between work and personal life.
6. Continuous Improvement
- Feedback Mechanisms: Solicit feedback from consultants through surveys and one-on-one meetings to continuously improve recruitment and retention strategies.
- Benchmarking: Benchmark against industry standards and best practices to ensure that our recruitment and retention practices remain competitive and effective.
- Adaptability: Remain flexible and adaptable to changing market conditions, technological advancements, and evolving employee preferences to attract and retain top talent in the industry.
7. Compliance
- Legal and Regulatory Compliance: Ensure compliance with all relevant employment laws, regulations, and industry standards in recruitment and retention practices.
- Data Privacy: Safeguard the privacy and confidentiality of employee information in accordance with data protection laws and company policies.
Conclusion
At IPSO FACTO we are committed to attracting, retaining, and developing top talent in project management consulting. By implementing the strategies outlined in this policy, we aim to create a supportive work environment where consultants can thrive and contribute to the success of our organization.
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Staff Training and Development Policy
At IPSO FACTO, we recognize that our staff are our most valuable asset. We are committed to fostering a culture of continuous learning and development to support our staff and consultants in achieving their full potential and to ensure the success and growth of our organization. This Training and Development Policy outlines our commitment to providing opportunities for both regulated and non-regulated training to our staff and consultants.
1. Purpose
The purpose of this policy is to:
- Ensure that all staff and consultant members have access to relevant and high-quality training and development opportunities.
- Support the professional growth and career advancement of our staff and consultants.
- Enhance the skills, knowledge, and competencies of our workforce to meet the evolving needs of our organization and industry.
2. Scope
This policy applies to all staff and consultants of IPSO FACTO.
3. Training and Development Opportunities
We provide a range of training and development opportunities to our staff and consultants, including but not limited to:
- Regulated Training: We recognize the importance of complying with industry regulations and standards. Therefore, we provide mandatory training sessions to ensure that our staff members are equipped with the necessary knowledge and skills to perform their roles effectively and in accordance with relevant regulations. This may include training on health and safety procedures, data protection, compliance, and other regulatory requirements specific to their roles.
- Non-regulated Training: In addition to regulated training, we offer a variety of non-regulated training programs to support the personal and professional development of our staff and consultants. These may include workshops, seminars, online courses, conferences, and on-the-job training opportunities tailored to individual needs and career aspirations. Non-regulated training focuses on areas such as project management, technical skills enhancement, and other relevant areas identified through performance evaluations and discussions.
4. Implementation
- Identification of Training Needs: We encourage open communication between Tim Whitaker and our staff and consultants to identify training needs and opportunities for development. Annual performance reviews, feedback sessions, and discussions are conducted to assess individual development goals and determine appropriate training.
- Access to Training Resources: We provide access to a variety of training resources, including internal training programs, online learning platforms, and educational materials, to support the training and development initiatives of our staff and consultants.
5. Responsibilities
Staff and Consultants are responsible for actively participating in training and development activities, setting, and pursuing their development goals, and applying the knowledge and skills gained from training to their roles.
6. Review and Revision
This policy will be reviewed annually by Tim Whitaker to ensure its effectiveness and relevance to the organization’s objectives. Any revisions or updates to the policy will be communicated to all staff and consultants in a timely manner.
At IPSO FACTO, we are committed to investing in the growth and development of our staff and consultants to foster a culture of excellence and innovation. Through our comprehensive training and development programs, we aim to empower our staff to reach their full potential and contribute to the success of our organization.
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Continual Improvement Approach to course content
Step-by-step guide to how we adopt a continual improvement approach to course content
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Initial Assessment
- Regularly evaluate the existing course materials to identify areas that require updates or improvements. The end of each course.
- Gather feedback from trainers and learners to pinpoint specific content areas that may be outdated or lacking.
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Trend Analysis
- Stay current with industry trends and best practices in project management through ongoing research and participation in relevant conferences and seminars.
- Identify emerging trends and tools that should be integrated into the training materials to ensure learners are exposed to the latest industry practices.
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Learner Feedback
- Solicit feedback from learners at the end of each course or module. This feedback can provide valuable insights into areas of improvement.
- Create a structured feedback process to encourage learners to share their thoughts and suggestions regarding the course content and delivery.
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Train the Trainer Sessions
- Trainers to regularly attend APM (Association for Project Management) Train the Trainer sessions to stay updated with the latest teaching techniques, methodologies, and industry standards.
- Encourage trainers to attend such sessions as well to improve their ability to deliver the course content effectively.
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Content Review and Update
- Designated team responsible for reviewing and updating course content: Tim, Jean and Julia (APM lead trainer).
- Collaborate with trainers and experts to identify specific areas of the course that need revision or enhancement.
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Course Material Enhancement
- Update course materials to incorporate the latest industry trends, tools, and best practices.
- Ensure that the course content aligns with the most recent APM standards and guidelines.
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Quality Assurance
- Implement a quality assurance process to review and test the updated materials to ensure accuracy and clarity.
- Pilot the updated content in select training sessions and gather feedback from trainers and learners to make final refinements.
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Continuous Monitoring
- Continue to monitor the effectiveness of the updated content by collecting feedback and tracking learner performance and outcomes.
- Address any issues or necessary adjustments promptly to maintain course quality.
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Documentation
- Keep detailed records of all updates and improvements made to the course materials, including the rationale behind the changes.
- Maintain an organized version control system for course content to track revisions over time.
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Communication and Rollout
- Inform trainers and learners about the updates to the course content, highlighting the benefits and improvements.
- Ensure that trainers are well-prepared to deliver the updated content effectively.
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Feedback Loop
- Encourage an ongoing feedback loop with learners and trainers to gather input on the updated content.
- Use this feedback to guide further refinements and improvements.
By adopting this continual improvement approach, IPSO FACTO can ensure that its project management training materials stay current, responsive to learner needs, and aligned with industry standards, ultimately providing an excellent learner experience and maintaining its reputation as a quality training provider in the field of project management.
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Review Effectiveness of Improvements [Procedure]
IPSO FACTO’s systematic process to review the effectiveness of improvements. We recognise that it is crucial for ensuring that resources are being allocated efficiently and that desired outcomes are being achieved. Below is a step-by-step process to review the effectiveness of improvements:
1. Define Objectives and Metrics: Clearly define the objectives of the improvement initiative. What are we trying to achieve? Establish measurable metrics that will be used to evaluate the effectiveness of the improvements. Metrics including things like cost savings, productivity gains, customer satisfaction scores, etc.
2. Baseline Measurement: Before implementing any improvements, establish a baseline measurement for each of the defined metrics. This provides a starting point against which you can compare the results after implementing the improvements.
3. Implement Improvements: Implement the planned improvements based on objectives and strategies. This could involve process changes, technology implementation, training programs, etc.
4. Monitoring and Data Collection: Continuously monitor the relevant metrics throughout the implementation phase and after the improvements have been put in place. Collect data regularly to track progress and identify any deviations from expected outcomes.
5. Analysis and Evaluation: Periodically analyse the data collected using Excel to evaluate the effectiveness of the improvements. Compare the current performance against the baseline measurement and assess whether the improvements have led to the desired results. Identify any trends or patterns in the data that may indicate success or areas needing further attention.
6. Feedback and Adjustment: Solicit feedback from stakeholders involved in the improvement initiative, staff, consultants, customers, supplier. Use this feedback to gain insights into the impact of the improvements and identify any unintended consequences or areas for further improvement. Based on the analysis and feedback, make adjustments to the implemented improvements as needed.
7. Documentation and Reporting: Document using IPSO FACTO 365 Microsoft Forms the results of the effectiveness review process, including any findings, insights, and actions taken. Prepare reports summarizing the performance of the improvements against the defined metrics and objectives. Share these reports with relevant stakeholders to keep them informed and engaged in the improvement process.
8. Continuous Improvement Cycle: Use the findings from the effectiveness review process to inform future improvement initiatives. Identify lessons learned and best practices that can be applied to similar projects in the future. Continuously iterate on the improvement process to drive ongoing enhancements and optimizations.
By following this structured process, IPSO FACTO can effectively review the effectiveness of improvements and ensure that resources are being invested wisely to drive meaningful outcomes and continuous improvement.
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