Workplace policies and procedures are the backbone of a well-functioning organisation, providing clarity, consistency, and structure for employees and management. They set clear expectations around behaviour, processes, and responsibilities, ensuring a safe, fair, and productive work environment. In this blog, we will dive into what the difference is between the two and what the best practices are for organisations when implementing them.
What Are Workplace Policies and Procedures?
Definition of Policies and Procedures
Policies:
Company policies are the guiding principles an organisation follows. They outline what the rules and expectations are from staff and management.
Procedures:
Company procedures focus on detailed, step-by-step instructions focusing on how company policies should be implemented.
Key Difference Between Policies and Procedures
Workplace policies and procedures are integral parts of an organisation’s processes. They differ in that policies are the framework for decision-making and provide structure to establishing company principles. Procedures, on the other hand, make those policies into actionable steps by focusing on the “how-to” and outlining how to implement them.
Why Are Workplace Policies and Procedures Important?
Establishing workplace policies and procedures is important for an organisation as it provides structured steps and protects businesses from liabilities. Here is how they benefit:
Ensuring Compliance
Across Australia, organisations must align their workplace policies with Australian employment laws and the Fair Work Act, to ensure compliance across their employment practices.
Improving Workplace Efficiency & Culture
Having clearly defined workplace policies and procedures helps create a transparent and consistent workplace for employees and management to uphold. This helps improve efficiency and communication across teams as everyone is adhering to a set outline of policies and procedures.
Protecting Businesses
Policies and procedures also safeguard businesses as they provide a structured process and help keep decision-making fair across the board. This gives employees equal fairness when it comes to issues that arise as the organisation already has protocols in place to address them.
Key Workplace Policies Every Business Should Have
Across Australia, these are the top workplace policies and procedures every business should implement in their organisation:
- Work Health and Safety (WHS): Essential to creating a safe working environment for all staff.
- Anti-discrimination and Equal Opportunity: Promotes inclusivity and ensures disciplinary action is taken in the event of discrimination or bullying in the workplace.
- Leave Entitlements: Addresses all questions around annual leave, sick leave or any other type of leave.
- Code of Conduct: Guides what workplace expectations are surrounding workplace behaviour and culture.
- Grievance and Dispute Resolution: Provides structure to addressing employee complaints or concerns.
- Performance Management: Guides employee performance reviews and feedback mechanisms.
- Remote Work Policies: Outlines what the company policies are surrounding working from home.
- Social Media Guidelines: Regulates online behaviour related to the workplace is allowed.
- Privacy and Confidentiality: Secures personal and company information, ensuring all parties understand their rights and expectations.
- Termination and Redundancy: Highlights the processes for termination and ending employment.
How to Develop Workplace Policies and Procedures
Step 1: Assess Your Business Needs
When creating or updating workplace policies and procedures, doing an audit can assess where any gaps lie and how to improve.
Step 2: Consult Stakeholders
Consulting with key stakeholders such as management, employees, outsourced HR professionals, or legal consultants ensures well-rounded input for creating workplace policies and procedures.
Step 3: Draft Clear and Concise Policies
Use clear language and examples for workplace policies and procedures to ensure they are easy to follow.
Step 4: Legal Review
Having a legal or outsourced HR consultant review workplace policies and procedures ensures they are compliant with Australian employment laws and regulations such as the Fair Work Act.
Step 5: Roll Out and Educate
Once finalised, it is important to onboard existing and future staff to ensure everyone is on the same page and agrees to the policies.
Step 6: Monitor and Review
Regularly review and monitor workplace policies and procedures to ensure the organisation remains compliant.
Common Challenges and How to Overcome Them
Here are some common challenges that organisations may face when implementing or updating their workplace policies and procedures:
Resistance to Change
Employees may feel resistant to upholding new changes to the workplace procedures and policies if they have been doing something one way for an extended time. Proper training, open communication and performance reviews can help keep everyone on the same page.
Keeping Policies Up-to-Date
Outsourcing HR companies can support organisations with keeping policies up-to-date such as WHS consultants. Implementing the latest technology in checking organisations’ policies can also help keep them relevant and compliant.
Balancing Flexibility with Enforcement
Not all workplace policies and procedures will outline every incident that may arise. In this case, organisations must remain agile in upholding their disciplinary action or behaviour and performance reviews.
FAQs about Workplace Policies & Procedures
How often should workplace policies be reviewed?
Annually or whenever there are changes to Australian legislation. If an incident occurs that is not outlined in the workplace policies and procedures it is also a good idea to update them then.
Do small businesses need workplace policies?
Yes! All organisations no matter how big or small need documents outlining a company’s procedures and policies.
Can workplace policies override Australian employment law?
No, they are bound by them and must uphold the law at all times.
How can I ensure employees follow the procedures?
Having regular training, frequent communication and accountability helps uphold workplace policies and procedures.
Who is responsible for developing workplace policies procedures and protocols?
It is often legal consultants working closely with external or internal HR departments.
How does an incident report relate to workplace policies and procedures?
Incident reports closely relate to workplace policies and procedures as they document violations, accidents or disputes.
Conclusion
Workplace policies and procedures are an integral part of an organisation’s success. They ensure the organisation remains compliant and efficient, creating a positive work environment. By taking the time to implement well-defined guidelines, businesses can mitigate risks, improve company performance and ensure operations run smoothly.
At E.L Blue, we bring over two decades of experience in developing and helping organisations implement workplace policies and procedures. Our outsourced human resource services are holistic, providing comprehensive support tailored to your organisation’s needs. Contact us today to ensure your organisation stays compliant and set up for success!