POR - Company's Policy Organization and Rules

Jun 15, 2023
6 min read

Updated: Jun 21, 2023

A company’s policy, organisation and rules (POR) refers to a set of guidelines, procedures, and principles that govern the operation and management of the company.

Policy refers to the written statements that outline the company’s position on various aspects of its operations and designed to provide guidance and direction to the company members, ensuring that we understand what is expected of us and how to act in accordance with the company’s values and goals.

The following key policies are required for you to understand, namely:

Human Resource Policy and Procedures
1. PSC Employee Handbook The Employee Handbook is a document provided to employees by an employer that outlines the company's policies, procedures, and expectations. The purpose of an employee handbook is to provide clear guidance and expectations to employees, ensure compliance with legal requirements, and promote consistency and fairness in the workplace.
2. Code of Conduct A code of conduct is a set of rules or principles that outlines the expected behavior of individuals or organizations. It provides guidance on ethical and professional standards and serves as a reference for employees in making decisions and taking actions
3. Privacy Policy The Privacy Policy is a statement or legal document that outlines how a company or organization handles, uses, and protects the personal information of its customers, clients, or users
4. eHR Mobile User Guide The eHR Mobile User Guide is a set of instructions for usage of the eHR program for employees to manage their HR matters online.
5. MHC User Guide The MHC User Guide is a set of instructions for usage of the Company's medical coverage for employees.
6. Overtime Claim The Overtime Claim is a form instruction for employees to submit their overtime period for approval and processing.
Technical Operations Procedures
1. Method Statement A method statement is a document that outlines a safe and systematic approach for completing a particular task or project. It typically includes information about the materials, tools, equipment, and techniques that will be used, as well as any potential hazards or risks associated with the work. The purpose of a method statement is to ensure that the work is carried out in a safe, efficient, and controlled manner, and to help minimise the risk of accidents or injuries Along the course of your journey, you will be exposed to the different method statements required to carry out the scope of work efficiently, effectively and safely.
2. Technical Instructions Technical instructions are written documents that provide guidance on how to perform a specific task or operation. They are used to communicate technical information clearly and concisely to the intended audience, such as employees, contractors, or customers. Technical instructions may include detailed descriptions of tools and equipment needed, procedures to follow, safety precautions to take, troubleshooting tips, and other relevant information Along the course of your journey, you will be exposed to in-house best practice technical instructions and manufacturer's instructions to carry out the scope of work.
Communication Procedures
1. Interpersonal communication Interpersonal communication refers to the process of exchanging messages, ideas, and information between two or more people in a social or professional setting . In PSC, we use email, WhatsApp, call and face-to-face communication to carry out our operational activities on a daily basis. Hence, the importance of effective communication amongst the members in the team and company to ensure clear and concise instructions are given and received to deliver the scope of work required.
2. Customer communication Customer communication refers to the ways in which businesses and organizations interact with their customers, including how they provide information, address concerns, and deliver customer service. Effective customer communication is critical for building and maintaining positive relationships with customers, and can help to improve customer satisfaction and loyalty In PSC, communicating with Customer is an essential part of our core value of Service Excellence, to ensure that we provide the relevant information required to support Customer in giving the right information for decision making.
3. Communication devices and protocol Communication devices and protocols refer to the tools and procedures used to exchange information between two or more parties. Each individual member are provided access to an email as well as a company line that is used to communicate amongst ourselves as well as with external parties.
Workplace Health and Safety Policy and Procedures
1. Workplace Health and Safety Policy A workplace health and safety policy is a set of guidelines and procedures that an organization follows to ensure the safety and well-being of its employees while they are at work.
2. Safe Work Procedures Safe work procedures are specific steps that employees should follow to complete tasks safely and efficiently. These procedures are developed to minimize the risk of accidents and injuries in the workplace
3. Risk Assessment Procedures Risk assessment procedures are a systematic approach to identify potential hazards and evaluate the risks associated with them in the workplace. Risk assessments help organizations to identify potential hazards that may cause harm to employees, clients, or visitors, and to take steps to minimize or eliminate these risks.
4. Incident Reporting Procedures Incident reporting procedures are a set of guidelines that employees should follow when reporting any workplace incidents, including accidents, injuries, near-misses, or other incidents that may pose a risk to the health and safety of employees.

Organisation refers to the structure and design of the company, such as allocating responsibilities and handling relations between different departments and teams. This ensures that tasks are split equally and completed efficiently, and decisions are made in a timely and effective manner.

The organisation is structured as per follows, namely:

Department
1. Sales: - Responsible for generating revenue for the organization through the sale of products or services to customers.
2. Operations: - Responsible for managing the day-to-day operations of the organization, including production, logistics, inventory, and supply chain management
3. Administrative: - Responsible for managing the administrative functions of the organization, including facilities management, office support, and records management.
Teams
1. Operations Department
  1. Customer Service: Responsible for providing support to customers, including answering inquiries, resolving complaints, and providing assistance with products or services.
  2. Engineering Service : Ensuring that the products and systems on-site meets the regulatory and system requirements, provide troubleshooting, process improvement and equipment maintenance.
2. Administrative Department
  1. Human Resources: Responsible for managing employee recruitment, training, compensation, benefits, and other employment-related matters
  2. Finance: Responsible for managing the organization's financial resources, including accounting, budgeting, financial analysis, and forecasting.
  3. Marketing: Responsible for promoting the organization's products or services, including advertising, market research, brand management, and public relations.
  4. Information Technology: Responsible for managing the organization's technology infrastructure, including computer systems, networks, software, and data management.

Rules refers to the specific instructions and guidelines that all company members must follow. Rules are designed to ensure that everyone within the company understands what is expected of them, and promote consistency and fairness in decision-making.

The General Work Rules are as per follows, namely:

Each employee must follow the Company’s Policies, Orders, Rules, Regulations, Guidelines, etc where relevant from time to time.
Each employee practises proper manners at all times. Employees are expected to act professionally on the job that contributes to operating effectively, productively, safely and harmoniously.
The duty must be performed in good faith and a brief reporting of the work done must be given to Supervisor(s).
No employee shall be under the influence of, or using alcoholic beverages or illegal substances (drugs, vapes etc) when reporting for work and/or during work.
The employee(s) are required to be at the appointed workplace and ready to begin work at the appointed timing. Irregular attendance or tardiness will not be tolerated and may result in disciplinary action.
Under no circumstances should employee(s) leave the assigned work area early without given permission from the Supervisor(s).
Dress code is to be strictly followed. Employee(s) must wear their uniform and expected to look neat and presentable while on the job.
Insubordination or refusal to comply with Company’s instructions will not be tolerated, unless such instructions would require the employee to perform work which is “unduly hazardous”.
If the employee does not meet the Company’s expectations of performance or conduct, necessary corrective action will be taken. It is within the management’s decision to determine what measure would be fitting under each situation.
Each employee must present and maintain a cooperative attitude and behaviour towards co-workers, customers, suppliers and visitors. Employees are to act with integrity, communicate respectfully and accept responsibility for the words and actions.

Together, a company’s policy, organisation, and rules form the foundation of the company’s culture and behaviour, and play an important role in shaping the company’s overall performance and success.

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