Operational Focus: Is it time to update your company policies?
Policies aren’t “set it and forget it.” Here’s how to keep them relevant, compliant, and effective for your team.
When was the last time you reviewed your company's policies
If you can't remember, you're not alone. Many small businesses create policies once, often during the startup phase, and then never revisit them. The problem? Laws change, operations evolve, and technology shifts. An outdated policy can create compliance gaps, operational confusion, and even legal risk.
Policies are the backbone of a well-run business, but only if they're relevant today, not yesterday.
Think of your company's policies like your car's maintenance schedule. You wouldn't drive 50,000 miles without an oil change and expect everything to run smoothly. In the same way, policies need regular review to keep your business running efficiently and protect you from unexpected breakdowns.
Tip: Review and refresh your policies for a stronger business and a better team
When it comes to policies, some are legally required based on your industry, size, and location. Others are internal policies you choose to create to strengthen your operations and company culture. The key is making sure you're compliant. Always research what's required in your state, city, and industry before making updates.
Common Policies to Review and Maintain:
Code of Conduct / Ethics - Sets expectations for professional behavior and decision-making
Examples: guidelines on respectful communication, conflicts of interest, and representing the company in public
Anti-Harassment & Discrimination - Protects employees and aligns with legal requirements
Examples: clear definitions of harassment, reporting procedures, and zero-tolerance statements
Health, Safety & Emergency Procedures - Ensures employee well-being and business continuity
Examples: fire evacuation plans, workplace injury reporting, and cybersecurity incident response steps
IT & Data Security - Outlines how technology and data are protected internally
Examples: password standards, approved devices, encryption requirements, and acceptable use of company tech
Privacy / Data Protection - Explains how personal and sensitive information is collected, used, stored, and shared
Examples: data retention schedules, customer consent forms, and compliance with laws like GDPR or CCPA
AI Usage Guidelines - Defines acceptable use of AI tools while protecting proprietary and confidential information
Examples: prohibiting entry of client data into public AI platforms, requiring human review of AI-generated content
Employee Handbook - Centralizes all key rules, benefits, and expectations in one accessible place
Examples: paid time off policies, dress code, work-from-home guidelines, and disciplinary process
Annual Policy Review Plan:
- Create a master list of all policies with review dates
- Schedule an annual review cycle, you can review all policies once a year (many businesses choose January) or tackle one policy per month
- Include the right people, such as department leads, HR, and relevant specialists
- Document all changes and require acknowledgment
- Train your team so updates aren't just "filed" but understood
Update:
Last week I hosted my very first Lunch & Learn on Time and Task Management. At the end, I challenged everyone in the room to choose one small change they were going to make before they left. It was exciting to see how small changes in planning and focus can make such a big difference in daily productivity. I'm already working on my next one, and looking for restaurants, cafés, or other lunch spots. Watch for more details!
About WandaWorks
Wanda Alberts is a former paralegal and executive assistant who brings meticulous attention to detail and strategic vision to her role as a fractional business operations specialist. She is passionate about giving business owners back their time and setting teams up for success by streamlining workflows, creating documented systems and procedures, and enhancing communications.
Watch for her series of Lunch and Learns and Workshops designed to support small business owners and teams with practical and actionable operations strategies. Topics include time and task management, business process optimization, effective hiring and onboarding, training and development, building a culture of accountability, and communication - including how to run meetings that don't suck.
