Step 1: Establish Need for a Policy

In its simplest form, a policy is a written record of a workplace rule.

It is time to develop a policy when:

• There is legislation that expressly requires an organization has a policy in place
• There is legislation that does not expressly require an organization have a policy, but the regulations and steps to be followed are tightly defined and a policy will help to ensure the organization is in compliance.
• There is inconsistency in how employees behave, or managers make decisions that are negatively impacting the work environment or accomplishment of business.
• There is significant confusion about certain areas of the business or how things are done and the organization would benefit from a policy.

Making the decision to develop a new policy should not be taken lightly:

• Policies are developed for the many, not the few – when you bring a policy into force you are establishing a standard that will apply broadly across the organisation - not just to a few individuals who may be causing problems.
• A policy creates a rule or standard to be followed consistently and reduces management’s flexibility to treat each situation as unique.
• Poorly written and implemented policies can harm rather than protect your organisation.
• It can be difficult to change policies once they have been implemented and become part of your organisation’s culture and ways of working.

You want to be sure that any policies you bring into the organisation address a real need and are in line with what your company values and how work should be accomplished. You also need to ensure managers have the skills and resources to be able to implement and monitor the policy.

Areas Where Policies are Commonly Established

Be sure to review relevant employment legislation to understand the policies that are required for compliance in your jurisdiction. Organisations commonly have written policies in the following areas:

• Code of Conduct
• Confidentiality
• Conflict of Interest
• Working conditions
• Attendance
• Hours of Work
• Termination (Voluntary and Involuntary)
• Recruitment
• Compensation and Benefits
• Performance Management
• Learning and development
• Overtime
• Privacy
• Employee Information
• Compassionate Leave
• Vacation
• Sick Leave, Short Term Disability, Long Term Disability
• Maternity, Parental, and Adoption Leave
• Unpaid Leave
• Family Leave
• Grievance/Conflict Resolution
• Formal complaint process
• Disciplinary
• Discrimination and Harassment/Respectful Workplace
• Health and Safety
• Accident Reporting
• Workplace Violence
• Alcohol and Drug Use Policy
• Use of Company Equipment
• General policy on the review and update of organization policies