Policies and Procedures in the workplace - Reasons to have them

Reasons for having written policies

Number of reasons

There are a number of good reasons for having written workplace policies in place. Not the least of these is the fact that workplace policies are useful documents to rely on when a legal dispute arises between an employer and an employee. In many cases, where the employer can point to a policy to show that the employee ought to have known what his or her responsibilities were in relation to the disputed matter, the employer is likely to be in a much stronger position before a court or tribunal. Well-written company policies aim to help businesses in many ways.  Policies demonstrate that the organisation is being operated in an efficient and businesslike manner, raise stability and ensure consistency in the decision-making and operational procedures.

Other reasons for putting policies in place are explained below.

Legislative requirements

Some employment related laws include a requirement that a policy be in place and that the policy fulfils certain specifications. For example, workplace health and safety laws require employers to put in place a rehabilitation policy outlining the responsibilities of the employer. Where no policy is in place this will constitute an offence under the legislation. In other areas of the law, such as equal opportunity, there is no specific requirement in the legislation that policies be put in place. However, where an employer can point to a policy, that will go some way towards substantiating the employer’s compliance with the law should the matter arise before a court or tribunal. To this end, many organisations have policies on EEO, workplace harassment and grievance handling procedures.

Policies that are required by the law, either directly or indirectly, serve the function of stating in the least what the minimum legal rights and responsibilities of both the employer and the employees are. This gives employees a clear indication of what is expected of them and what they can expect from their employer. Some employers choose to have policies that set a standard higher than that required under the law.

Codes of conduct

Many companies introduce policies relating to matters that are not regulated by law but are based on standards set by the employer in an effort to ensure a high standard of behaviour in the workplace. Such policies usually deal with employees’ behaviour at work, including the way employees relate to each other, as well as their responsibilities towards the employer and to company property. Setting policies in these areas again indicates to employees the standard of behaviour that is expected of them at work and what the consequences of a breach will be.

Policies can deal with such matters as: fighting, language, dress standards, alcohol, drugs, smoking, confidentiality, other employment, maintaining the workplace, borrowing of company property, theft, and statements to media.

Examples we have in our code of conduct are;

  • Be honest and fair in dealings with customers, clients, suppliers, co-workers, management and the general public.
  • Display the appropriate image of professionalism at your workplace. Wear the required uniform, safety equipment or work clothes, and if a workplace participant wears their own clothes, ensure their appearance is neat and tidy.
  • Treat customers, clients, suppliers, co-workers, company management and the general public in a non-discriminatory manner with proper regard for their rights and dignity. In this regard, discrimination, victimisation or harassment based on a person’s race, colour, creed, religion, national origin, citizenship, age, sex, sexual orientation, marital status, union membership or non-membership, mental or physical disability, or any other classification protected by law will not be tolerated.
  • Promptly report any violations of law, ethical principles, policies and this Code.
  • Maintain punctuality. If a workplace participant is late or cannot report for work, please telephone and let the supervisor know as soon as possible.
  • Do not use work time for private gain. If a workplace participant is required to leave the work premises for personal reasons, they should advise their Manager well in advance.
  • Maintain and develop the knowledge and skills necessary to carry out duties and responsibilities.

 

Conditions of employment

There is a whole range of conditions of employment that may not be prescribed by law but which are agreed to by the employer and the employee at the commencement of the employment contract. Some companies issue policies on such matters so that employees are clear on what their rights and responsibilities are. Conditions of employment that may fall within this category include: attendance, absenteeism, punctuality, transfer, training, promotion, probation, performance review, discipline, abandonment of employment, exit interviews, notice, and termination.

Employee entitlements

It is useful to develop policies on employee entitlements that are prescribed by award or legislation so that employees and human resources staff are easily able to ascertain what the entitlements are. Policies included within this category will include annual leave, long service leave, bereavement leave, parental leave, carer’s leave, jury leave, special leave, overtime, shift work etc. This also now includes Family and Domestic violence leave.

Employee benefits

Some companies provide a whole range of benefits that employees enjoy as part of their job. These are often not prescribed by legislation or award but are provided by the employer for the benefit of employees – sometimes as incentives aimed at increasing productivity. Other benefits are provided with the idea of increasing employee morale. These can relate to such things as employee health, or assisting employees to balance work and family responsibilities. It is important to clarify how such benefits are awarded to employees in a company policy in order to ensure that all employees know of their availability, they are distributed fairly, and that any conditions applying are understood.

Employee benefits that fall into this category and which should be included in policies include company cars, mobile phones, employee assistance programs, salary packaging, career breaks, and study assistance.

Running a company without a rulebook is like going on a voyage without a sail.  Don’t gamble with your policies, don’t gamble with your goals. Contact us today to find out some more

You can also grab our checklist –

  • Why do you need to have Policies and Procedures
  • Communicating Policies
  • What are the benefits to my business
  • What is included in an employee handbook policy
  • What are the essentials (Must-Have) Policies that a company needs
  • How to Implement workplace policies effectively

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