Workplace policies are a necessity for a company with employees. These policies outline best practices for work situations that involve matters such as computer use, sexual harassment, political discussions and occupational safety. They also establish boundaries for what behavior is acceptable and what behavior is not. Detailed workplace policies outline expectations for employees so that there is no confusion about what activities may result in disciplinary action or even termination.
Sometimes, not having clear, well-defined employee policy can cost a company money, as a story reported by SmartCompany, illustrates. An employee who was dismissed for unsatisfactory performance after downloading porn on a work computer was later awarded $10,000 in remuneration when the court found he hadn't received any written warnings for his poor performance. The worker also claimed he could not remember receiving any verbal warnings prior to his dismissal. Why did his employer lose the case? First, the company didn't document the employee's poor work performance and warnings given before laying him off. Second, the firm didn't have workplace policies that addressed employee use of work equipment. As a result, the company decided to review its hiring practices and redo its employment contracts. The company is also considering adding a pornography clause to its policies.
This case shows why companies need to adopt a proactive approach when creating workplace policies that regulate employee conduct. These policies should become part of workplace culture so all team members know how to behave in certain situations as well as how to report offences. Suggested policies include a code of conduct for ethical behavior and workplace behavior; a disciplinary policy that outlines verbal and written warnings and proper causes for termination; and a leave policy that details sick leave and vacation leave. A company can also develop a policy for any type of situation it believes may occur in the workplace, such as a political policy that provides a framework for how political discussions should be handled.
Career author and former CEO Alison Green, writing for U.S. News & World Report, provides advice on workplace policies that should be avoided, or ditched if they're still in place, such as requiring a doctor's note for sick leave, capping salary increases for internal positions or being rigid about arrival times when it isn't a necessity for the job. Green believes these types of policies are outdated and imply a lack of trust in workers, and they need to be eliminated if employers want to foster a workplace culture that makes employees feel welcome and respected.
Workplace policies are vital for making consistent and uniform decisions, and they limit a company's liability if a workplace situation turns bad. Companies must clearly communicate these policies to their employees and then follow through with them to foster stability and operate the company efficiently. If the right policies are not in place or vague, the result could be fines, or even worse, charges of criminal negligence.
Photo courtesy of David Castillo Dominici at FreeDigitalPhotos.net
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