
A well-written and clearly communicated policy helps set expectations around employee behaviour and workplace procedures. It ensures that all employees are aware of important rules that need to be followed, and any codes of conduct.
Although they sound complicated, workplace policies shouldn’t be mysterious documents that wither away on dusty shelves. Instead, they’re dynamic tools that articulate your organisation’s values, culture, systems and processes.
These guidelines and procedures help to framework your organisation’s expectations around your employee’s behaviour.
If you’re wondering whether you need clearly defined workplace policies in your business, the answer is a definite ‘yes’.
In this comprehensive guide we will go through everything you need to know about workplace policies and procedures.
What is a workplace policy and how do I write one?
A workplace policy is a statement which outlines an organisation’s practices and procedures concerning part of its business. These guidelines can cover everything from day-to-day operational matters to compliance with employment legislation.
Procedures in the office play an important role in expressing an organisation’s values and establishing a positive and productive culture.
Well-written and clearly communicated company procedures help set clear expectations around employee behaviour, which means everyone can get on with business. Workplace policies also safeguard an organisation from risk.
According to Employment Hero’s HR Compliance white paper, implementing guidelines will “protect your business from a range of situations, whether it’s social media, inappropriate computer use, discrimination or harassment.”
“If you don’t have a policy, then it’s very difficult to defend certain claims that might be brought by an employee,” says Simon Obee, Head of Legal and Professional Services at Employment Hero.
Why should you have workplace policies and procedures?
It can be really frustrating and time-consuming to try and keep up with all the legislation and compliance updates coming your way. Maybe you love them, maybe you hate them, but one thing’s for sure, you can’t live without them.
So, why do we have procedures in the workplace?
Policies and procedures in the workplace are an essential component of people management for any business. They outline operating processes. Workplace policies also help articulate an organisation’s mission and values and set the standard for employee behaviour and performance.
The importance of workplace policies and procedures
Another question you may be asking is what is the importance of policies and procedures in the workplace? Workplace policies and procedures help to provide a decision-making framework to ensure integrity and fairness are adhered to when issues arise. As well as help minimise legal and safety risks for you and your business.
But remember, policies and procedures aren’t interchangeable.
Workplace policies communicate the connection between a business’ vision and values and its day-to-day operations.
An example of this would be a health and safety policy that aims to reduce fire hazards by not allowing flammable or combustible substances on company property.
Workplace procedures explain specific action plans for employees when carrying out a policy. Workplace procedures are important because they tell your employees how to deal with a situation and when.
An example of health and safety procedures would be in the event of a building fire, how employees should evacuate from the premises safely.
How can you ensure employees adhere to policies and procedures?
Updating and reviewing policies and procedures in the workplace is key to their success.
Therefore regular training sessions with your employees are important to inform and remind them of operational procedures so that they can stay on track.
As a business, you could consider updating your processes even when you introduce things like new software or are noticing increased levels of stress amongst employees.
Employees who are up to date with their policies and procedures can lead to stronger relationships in the workplace and a better public reputation for your business.
Workplace policy examples
The types of workplace policies that a business requires vary between industries, but here is a list of common organisational policies:
- Code of conduct
- Recruitment policy
- Internet and email policy
- Mobile phone policy
- Non-smoking policy
- Drug and alcohol policy
- Health and safety policy
- Anti-discrimination policy
- Anti-harassment policy
- Grievance handling policy
- Discipline and termination policy
- Social media policy
- Attendance policies
When developing policies, make sure to provide an overview of the policy first, then describe how it operates. It may also be helpful to provide examples of the policy in action. Finally, include a section that details how the policy interacts with your other policies and procedures.
Effective and compliant workplace policies can protect a business if disgruntled employees bring a claim against the company. They also help foster a safe workplace by providing employees with options for reporting issues that may arise.
Tips for writing company policies
It’s hard to know where to start when it comes to creating workplace policies. However, it is advisable that any new set of guidelines has the support of management and, where appropriate, consulting with staff in its development and implementation to help encourage buy-in and compliance.
If you’re still feeling unsure, here are our top four tips for writing company policies.
1. Clearly define policy terms
A workplace regulation should state its purpose and define key terms to avoid any ambiguity if a breach is made. The document should use easy-to-understand language that is free from jargon. The policy should make clear to whom it applies, what is acceptable and what is unacceptable.
Also included should be consequences of non-compliance. It should additionally include a mechanism for reporting issues. Ensure that your policy adheres to any relevant laws and regulations. You may consult a legal professional to ensure your policy is legally compliant.
2. Ensure employees understand company policies
It’s not enough to write a set of guidelines and file it under ‘done’. For guidelines to be effective, they require proper implementation, which means making sure staff are aware of it and its implications.
Training in workplace policies should be a mandatory part of the onboarding process, and copies of the policies should be stored in easy-to-find locations.
3. Use a workplace policy checklist
Employment Hero’s HR Compliance white paper sets out a simple five-step checklist for employers:
- Clearly explain the conduct expected of employees and the consequences of breaching guidelines.
- Ensure all employees have easy access to your guideline documents.
- Regularly audit workplace processes to keep them updated with relevant laws and other protocols in your company.
- As part of your onboarding program, ensure all new hires review their awareness and understanding of your workplace policies.
- Where appropriate, conduct regular training on appropriate workplace behaviour.
4. Use resources provided by local legislation offices
The UK Government website offers some other helpful guidance for business owners who need to draft policies and procedures for their workplace. It includes a rundown of relevant legislation and guiding laws in an easy-to-access glossary style.
This is a vital part of improving how your customers and staff interact with your overall business operations.
It is important that you:
- Identify key processes and tasks and develop standard operating procedures (SOPs) for them.
- Allow staff to contribute to the content and regularly review all processes.
- Make sure all policies are well-documented and accessible.
- Make first-aid and emergency exit procedures clearly visible.
- Communicate all policies with staff, detailing why they are important.
- Educate staff on procedures relevant to their role.
Employment Hero offers a range of workplace policy resources including contracts and templates. Click here to request a demo today to learn more.
The wrap-up
It pays to make sure your workplace policies and procedures are up to scratch.
Our all-in-one HR, hiring, and payroll solution offers a range of workplace policy resources including contracts and templates. Employment Hero is built to flex with your business and adapt to the latest employment law.
Offering everything you need, from finding and hiring top talent to onboarding new hires, automating complex payroll and driving employee engagement, all backed by UK-based support.
Spend less time on admin, and more time on your people. Request a demo today to learn more.