As surprising as it may sound, many businesses still do not have an employee policy manual. This is disturbing because it creates an environment where there are no set “rules of the game.” Other companies may have one, but haven’t updated it to keep up with significant changes in government legislation, technology, and cultural changes.
By not having an effective employee policy manual for management and employees to refer to, your company is susceptible to internal problems and misunderstandings. In fact, it may even make it difficult to terminate an employee for cause, even when warranted, since there are no set “rules.”
Some areas that you may not have considered having a policy for (but definitely should) include:
Respecting the needs of all in a Multi-Faith work environment:
As Canada’s population becomes more and more diverse, there will be more and more need to address the needs of employees who may come from a non-Christian background. You should determine in advance what your policy is regarding:
- What to do about religious holidays and holy days for non-Christians
- How to handle daily observances and prayers
- How to handle cultural conflicts
Bill 168 and the AODA:
Ensuring your company is up-to-date with recent government legislation, including Workplace Violence and Harassment legislation (Bill 168) and the AODA (Accessibility for Ontarians with Disabilities Act). Both have specific requirements for management and staff. Does your team know their rights and responsibilities under these pieces of legislation?
Use of Social Media (Facebook, Twitter, Linked In):
Another aspect to consider is the use of social media, inside and outside the workplace. Social media is becoming a part of daily operations in many businesses. Defining how and when employees may use these tools during the workday is important to prevent a “free for all” environment.
It’s also important to outline for employees how their social media posts may impact the company’s interests (even when done on their own time). Ensure they understand they are not to:
- Post anything that discloses confidential information (new projects, layoffs, getting busy, etc.)
- Post disparaging statements about the company, management or fellow employees
- Post anything that might damage the company’s reputation (i.e. Domino’s pizza fiasco)
Internet Use:
Technology developments now enable employees do things from the comfort of their workplace computer or cell phone that were inconceivable to previous generations, including:
- Download copyrighted material,
- Watch TV shows or movies,
- Visit gambling sites,
- Watch pornographic material, or
- Play video games
It is critical that you establish an appropriate internet use policy to ensure employees are focused on work and to avoid potentially liability exposures resulting from complaints from other team members.
Use of Cell Phones:
Consider developing policies regarding:
- Use of cell phones, including sending/receiving texts, personal emails, talking on the phone, checking voice mail, and ensuring that distracting “beeps” and “ringers” are turned off
- Forbidding the use of cell phones while driving when performing company business, as per recent legal changes
Employee Appearance:
With tattoos and body piercing becoming more and more common, your company may consider establishing rules about personal attire for any customer-facing employees.
How Clear Path can help:
At the end of the day the goal of your employee policy manual is to provide employees with a source of information about the organization and their role in it. It is a practical and highly recommended tool for setting “the rules of the game” and the organization’s expectation for appropriate employee behaviour.
You’re invited to attend Clear Path’s informative “Setting the Rules of the Game: Creating an Effective Employee Policy Manual” learning session on November 2nd, 2011 at the Cambridge Chamber of Commerce. Click here to learn more and to register.
Clear Path can also assist you by creating a customized policy book for your organization. This book will include everything from a vision and mission statement, policies & procedures, best practices for your organization, as well as other customizable features. Contact us at 519 624 0800 or by email, anna@clearpathemployer.com.
