Guide to Workplace Policies and Procedures 2024

Think of them as the map and compass you need to navigate the complexities of employment. But here’s the thing – these guidelines aren’t set in stone, and 2024 sees a whole new landscape emerging.

What are workplace policies?

Workplace policies are the overarching guidelines that establish essential standards expected for the workplace. They set out the company’s expectations, standards, and overall philosophy. Policies might cover these types of workplace guidelines:

Attendance and leave

• Attendance
• Time off
• Flextime/Remote work

Code of conduct

• Dress code
• Sexual harassment and discrimination
• Social media

Workplace environment

• Health and Safety
• Substance abuse
• Technology use

Compensation and benefits

• Payroll
• Benefits
• Performance reviews

Legal compliance

• Data privacy
• Equal employment opportunity
• Compliance with specific laws

What are workplace procedures?

Workplace procedures are step-by-step instructions on how to get things done. They tell you exactly how to carry out a task that falls within a policy area. For example, a procedure might explain how to:

• How to call in sick/late
• How to request time off
• How to track your work hours
• How to submit expense reports
• How to open or close the workplace
• How to handle customer complaints
• How to request IT support
• How to use company devices safely
• Emergency procedures
• Performance review process
• How to file a grievance
• New employee onboarding process

The key difference between workplace policies and procedures?

Policies and procedures might seem similar at first, but they play different roles. Here’s a closer look:

• Scope: Policies are broad-reaching. They set overarching guidelines for a range of situations within a specific area (e.g., attendance, social media). Procedures are highly focused. They provide detailed instructions for carrying out one specific task related to the policy.
• Purpose: Policies establish the “what” and the “why”. They communicate the company’s values, standards, and the reasons behind them. Procedures focus entirely on the “how”. They tell you precisely what steps to take to execute a task in a way that aligns with the policy.
• Flexibility: Policies often allow for some degree of interpretation based on individual circumstances. Procedures give importance to consistency and accuracy, generally leaving less room for individual discretion.

Why are workplace policies and procedures important?

• Legal compliance: They help you follow employment laws and avoid legal trouble.
• Consistency and fairness: Clear rules mean everyone gets treated the same way.
• Employee understanding: Employees know what’s expected and how to do their jobs well.
• Protection: Policies and procedures provide a framework to handle problems and protect the company and its employees.
• Company culture: Your policies shape the kind of workplace you have – respectful, collaborative, or something else!

What are some emerging trends for workplace policies and procedures?

The world of work is changing, and so are the rules that govern it.  From remote working to worries about online privacy,  businesses need to make sure their policies keep up with the times.  Here are a few key trends to watch:

1. Remote/Hybrid work arrangements

The pandemic normalised remote work, leading to the prevalence of hybrid work models. Companies require comprehensive policies addressing home office requirements, performance evaluation for remote employees, and expectations for availability and communication.

2. Mental health and well-being

Innovative companies are going beyond basic health benefits and building policies that actively support mental well-being. These could include flexible work arrangements, access to counselling, and stress management training.

3. Data privacy and cybersecurity

The increasing frequency of cyberattacks underscores the importance of data protection. Robust policies must govern employee data handling, protection of sensitive company information, and cybersecurity protocols, particularly within remote work environments.

4. Technology usage

Technology is crucial, yet it presents the potential for distraction and misuse.  Clear policies are necessary to define acceptable use of company-issued devices during and beyond work hours, improving productivity and preventing security breaches.

5. Social media conduct

What employees post online can reflect back on the company.  Policies should outline what’s acceptable in social media use on personal and company-linked accounts.  This includes guidance on standards of behaviour to avoid reputation damage.

How to write effective workplace policies

Workplace policies are more than just a set of rules. Done well, they’re a powerful tool for guiding behaviour, protecting your company, and shaping its culture. Here’s how to write policies that actually work:

1. Clear and concise language

Avoid complex terms and jargon in favour of plain language that ensures universal comprehension. Define any necessary technical terms to eliminate confusion.

2. Specific and actionable

Be precise about behaviours the policy covers (and doesn’t cover).  Clearly outline the steps employees need to take to comply.

3. Alignment with company values

Your policies shouldn’t exist in a vacuum.  Make sure they reflect the kind of workplace you want to build. If respect is a core value, that should shine through in policies like your anti-harassment guidelines.

4. Legally compliant

This is where things get serious.  Work with HR or an employment lawyer to make sure your policies follow all the relevant local laws.  Ensure policies comply with regulations governing discrimination, overtime pay, leave entitlements, and other statutory requirements.

5. Collaborative process

Involve managers, HR experts, and potentially employee representatives in the policy development process. This collaborative approach enhances the usefulness and relevance of policies for real-world implementation.

How HR software helps with workplace policies

HR software can help ensure your workplace policies and procedures are followed. Here’s how:

Keeping policies organised

• One place for everything: The software stores all your company policies in a central location.
• Easy to find: Employees can find the right policy whenever they need it.
• Quick search: Employees can easily search for specific information within the policies.

Spreading the word

• New policies reach everyone: The software sends new or updated policies to all employees.
• Track who’s read them: You can see which employees have read and agreed to the policies.
• Learning Management and Training tools: Some human resource software includes regular training sessions, training videos, and quizzes to help employees understand the rules.

Staying on track

• Track and attendance software: The software helps you track work hours and spot potential issues with attendance rules.
• Reporting problems: Employees can use the software to report harassment, safety issues, or other policy violations.
• Custom reports: Create reports to ensure your employees are following policies and where training might be needed.

Building the right company culture

• Policies match your values: Make sure your policies support the kind of workplace you want.
• Performance reviews: Include the following policies as part of employee performance reviews.
• Celebrate good behaviour: Some software lets you reward employees who go the extra mile in following the rules.

Key takeaways

The best workplace policies are clear, actionable, and support your company’s overall mission.  Think carefully about what you want to achieve with each policy, and write it in a way that inspires employees to follow through.