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Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

Employers need comprehensive, up-to-date workplace policies to protect them from legal risks and to create a safe, healthy and productive environment in their workplaces. Policies provide the framework for employers and employees to understand their rights and obligations in the workplace, as well as guide them on appropriate conduct and behaviour. Without policies that are regularly reviewed for compliance with relevant laws and regulations, employers may find themselves exposed to legal claims related to discrimination, harassment or other matters.

The ��������Ƶ team, an expert group of individuals from various professional backgrounds who are dedicated to providing free policy templates for use by businesses worldwide, has compiled a comprehensive collection of workplace policies - including those related to discrimination, harassment and other legal risks - that are easily accessible online. By using this collection, employers can ensure they have the right policies in place so they don’t fall foul of any laws or regulations. Employers should also consult with qualified legal professionals when creating workplace policies.

Creating a safe working environment is essential for any business. Policies help ensure that employees are aware of what is expected of them while they’re at work; this helps promote positive behaviour amongst staff members while minimizing the risk of inappropriate actions or unfair treatment taking place in the workplace.

Furthermore, introducing effective policies can help employers comply with relevant laws and regulations; consequently reducing their risk exposure even further. To achieve this goal an employer must ensure that the language used within their documents is clear enough so that all parties involved understand their rights and responsibilities fully without any ambiguity. Additionally adopting industry best-practices when creating these documents can also be beneficial towards achieving a compliant working environment without compromising on quality or clarity when crafting policy statements .

In conclusion it’s important for employers to take extra care when crafting policy documents for use within their organisation as these will form one of the most important aspects of your business’s operations going forward; by investing time into ensuring each document meets both your needs as well as being compliant with current legislation you’ll be able to minimise any potential risks associated with non-compliance whilst also providing greater clarity around expectations across your workforce which could lead towards improved employee engagement over time . If you’d like more information on how you can access our template library today then read on below where we provide step-by step guidance which includes helpful tips which will make navigating through our library easier than ever before!

Definitions

Compliance: Meeting the requirements of a law, regulation, or policy.

Obligations: A duty or responsibility that someone is required to fulfill.

Stipulations: Specific conditions or requirements that must be met.

Enforceable: Having the legal power and authority to require someone to do what is stated in a law or agreement.

Adherence: Following or complying with a law, rule, or agreement.

Contents

1. Understanding the legal requirements for workplace policies
2. Establishing the scope of the policies
3. Identifying who the policy applies to
4. Outlining the activities and areas of the business the policy covers
5. Determining the policy objectives
6. Defining the goals of the policy
7. Specifying the expected outcomes
8. Developing the policy content
9. Drafting the policy language
10. Verifying accuracy of the policy content
11. Getting approval from relevant personnel
12. Ensuring the policy is communicated and understood by all
13. Distributing the policy to all employees
14. Providing training and guidance on the policy content
15. Addressing questions and concerns about the policy
16. Documenting and maintaining policy changes
17. Creating a system for tracking changes to the policy
18. Maintaining records of policy revisions
19. Ensuring all employees are aware of changes
20. Implementing and enforcing policies
21. Establishing consequences for people who violate the policy
22. Monitoring compliance with the policy
23. Taking corrective actions when necessary
24. Reviewing policies on an ongoing basis
25. Setting up a schedule for periodic review
26. Assessing the policy to ensure it is still relevant and effective
27. Making changes to the policy as needed
28. Updating the policy documentation
29. Obtaining feedback on the policy
30. Surveying employees to gauge their understanding of the policy
31. Inviting comments from stakeholders
32. Making adjustments based on feedback
33. Evaluating the effectiveness of the policy
34. Measuring the impact of the policy on the organization
35. Analyzing the data to see if goals are being met
36. Adjusting the policy as needed

Get started

Understanding the legal requirements for workplace policies

• Research the laws and regulations that apply to your workplace in your country/state/region, such as labor law, safety and health regulations, and anti-discrimination laws
• Gather any relevant documents, such as a collective bargaining agreement, that affects the policies you will be creating
• Make sure you understand the legal requirements for the policies that you will be creating and any other relevant laws and regulations that may affect the policies
• Make sure you understand the penalties for not following the applicable laws and regulations
• Check off the list when you have researched and understood the pertinent legal requirements for the policies you will be creating.

Establishing the scope of the policies

• Understand the needs of the organization and consider the environment in which the policies are to be applied
• Brainstorm potential policy topics that are relevant to your organization
• Consider potential risks associated with not having certain policies in place
• Review existing policies to determine if any changes or additions need to be made
• Determine the scope of the policy - who it applies to, what areas of the business it affects, etc.
• Determine the level of detail required for the policy
• When the scope of the policy has been established and the level of detail determined, the policy can be checked off and the next step can be completed.

Identifying who the policy applies to

• Gather input from stakeholders, such as department heads and HR, on who the policy should apply to.
• Consider any legal requirements related to the policy, such as age, gender, race, and other protected classes.
• Decide who the policy will apply to and document that clearly in the policy.
• Once you’ve identified who the policy applies to, you can check this step off your list and move on to the next step.

Outlining the activities and areas of the business the policy covers

• Identify the core activities or areas of the business that the policy applies to
• Make a list of all the activities or areas of the business that should be covered by the policy
• Consider any other related activities or areas of the business that should be included
• Take into account any state or federal laws that may affect the policy

You can check this off your list and move on to the next step when you have identified the core activities or areas of the business that the policy applies to and listed any related activities or areas of the business that should be included.

Determining the policy objectives

• Identify the primary goals for the policy, such as promoting a safe working environment, reducing legal liability, or increasing employee morale.
• Consider any regulations that may need to be complied with by the policy, such as those set by the Occupational Safety and Health Administration (OSHA) or the Equal Employment Opportunity Commission (EEOC).
• Develop a clear, concise statement of the policy’s purpose that can be used to guide the development of the policy.
• Once the goals for the policy have been determined, the policy should be reviewed to ensure that it is compliant with any applicable laws or regulations.

Once you have identified the primary goals for the policy, developed a clear statement of the policy’s purpose, and ensured that it is compliant with any applicable laws and regulations, you can check off this step and move on to the next step which is Defining the goals of the policy.

Defining the goals of the policy

• Identify the overall purpose of the policy
• Review existing policies to assess the need for a new policy
• Outline the desired outcomes and objectives of the policy
• Assess the potential impact of the policy and how it may affect the workplace
• Identify any legal and regulatory requirements that must be included in the policy
• Consult with management and stakeholders to ensure that the policy meets the needs of the organization
• Develop measurable goals and objectives to ensure the policy is successful

How you’ll know when you can check this off your list and move on to the next step:
When you have identified the overall purpose of the policy, outlined the desired outcomes and objectives, assessed potential impacts and identified any legal requirements, consulted with management and stakeholders and developed measurable goals and objectives, you can move on to the next step: Specifying the expected outcomes.

Specifying the expected outcomes

• Establish specific outcomes for each policy
• Outline the expected behavior for employees
• Identify the expected results that should be achieved
• Define measurable objectives for each policy
• Determine the timeline for achieving the desired results
• Determine if there are any consequences for failure to meet the objectives
• Check that the outcomes are achievable and realistic
• When all of the above points have been addressed and finalized, this step can be checked off the list.

Developing the policy content

• Brainstorm ideas with internal stakeholders that are relevant to the expected outcomes and goals of the policy
• Research current laws, regulations, and other industry-specific standards applicable to the policy
• Consult with legal counsel to ensure the policy is compliant with all applicable laws and regulations
• Develop content for the policy that is appropriate to the organization’s culture, values, and goals
• Ensure the policy is clear, concise, and easy to understand
• Once the policy content is complete, review it with internal stakeholders and legal counsel for final approval
• When the policy content is approved by all involved parties, it is ready to be drafted into a policy language.

Drafting the policy language

• Review the policy content developed in the previous step and use it as a guide to create a policy statement that is clear and concise
• Refrain from using technical or legal jargon and ensure the language is friendly and easy to understand
• Use appropriate verbs, such as ““must,”” ““may,”” ““will,”” and ““can,”” to make the policy language more specific
• Consider the potential impact of the policy on employee morale, motivation and engagement
• Have the policy reviewed by human resources, legal counsel, and other stakeholders for accuracy and clarity
• When the policy language is agreed upon, the document can be finalized and ready for implementation.

Verifying accuracy of the policy content

• Review the policy content with legal counsel or other appropriate personnel to ensure accuracy
• Cross-reference the policy content with applicable state and federal laws
• Check for any typos or formatting errors
• Make sure the policy is written in a clear, concise and easy to understand manner
• When you have verified the accuracy of the policy content, you can check this step off your list and move on to getting approval from relevant personnel.

Getting approval from relevant personnel

• Identify and contact the relevant personnel who should approve the workplace policy.
• Obtain approval on the policy content through discussion and agreement with the relevant personnel.
• Document the approval of the policy with the relevant personnel.
• Ensure all parties involved have a copy of the policy and any other supporting documentation.
• Verify that all parties involved understand the policy and agree to its implementation.

How you’ll know when you can check this off your list and move on to the next step:

• All relevant personnel have signed off on the policy content.
• All parties involved have a copy of the policy and any other supporting documentation.
• All parties involved have verified their understanding of the policy and have agreed to its implementation.

Ensuring the policy is communicated and understood by all

• Schedule meetings with relevant personnel to discuss the policy and answer any questions employees may have
• Make sure all employees have access to the policy, either through a physical handbook or a digital resource
• Make sure all employees have signed a document indicating they have read and understood the policy
• Document any questions or feedback related to the policy
• Review the policy on a regular basis to ensure it is up-to-date and relevant
• Monitor employee behavior to ensure they are following the policy

When you have completed all of the above, you can check this step off your list and move on to the next step.

Distributing the policy to all employees

• Create an email that outlines the policy and its importance.
• Send the email to all employees via company-wide email or individual emails.
• Ensure the policy is made available to all employees in the office, either by printing copies or posting the policy on a company bulletin board.
• Make sure the policy is visible on the company website.
• Check that all employees have received the policy and are familiar with its content.
• Once all employees have received the policy, ensure they sign a document confirming they have read and understood the policy.

How you’ll know when you can check this off your list and move on to the next step:

• Once all employees have signed the confirmation that they have read and understood the policy, you can be sure the policy has been distributed to all employees and you can move on to the next step.

Providing training and guidance on the policy content

• Arrange a training session to discuss the workplace policy with all staff members
• Use visual aids, such as PowerPoint presentations and handouts, to help illustrate the workplace policy
• Explain the policy thoroughly, giving examples of when and how it should be implemented
• Answer any questions or concerns employees may have
• Have employees sign a document to confirm they have read and understood the policy
• Check off this step when all employees have been trained and understand the policy content.

Addressing questions and concerns about the policy

• Create a designated resource for employees to ask questions and raise their concerns about the policy.
• Introduce a system where employees can provide feedback on the policy, and be sure to review it regularly.
• Make sure your policy is easily accessible and that employees know how the policy works.
• Answer questions in a timely manner and provide employees with the right resources and guidance.
• Monitor employees’ understanding of the policy and check in periodically to ensure they are following it.

How you’ll know when you can check this off your list and move on to the next step: You’ll know that you can move on to the next step when all questions and concerns have been addressed and employees have a full understanding of the policy.

Documenting and maintaining policy changes

• Create a version control system for tracking changes to the policy.
• Track the date, author, and details of each policy change.
• Make sure all affected employees are aware of the policy change, and that they understand the implications of the change.
• Update the policy document with the changes.
• Make sure the changes are visible to all employees.

You can check this off your list when you have created the version control system, tracked the changes, and updated the policy document.

Creating a system for tracking changes to the policy

• Develop a system for tracking changes to the policy, such as a spreadsheet or document.
• Include in the system: policy name, date of change, updated language, and a record of who made the change.
• Ensure that all changes are documented in the system.
• Make sure that all employees have access to the system and understand how to use it.
• You will know you can check this off your list and move on to the next step when the system for tracking changes to the policy is set up and functioning properly.

Maintaining records of policy revisions

• Create a tracking system to store previous versions of the policy and document any changes made
• Ensure that the tracking system is easily accessible to all employees
• When a policy is updated, add the updated version of the policy to the tracking system
• Make sure to include the date the policy was updated and the updates that were made
• For major updates, ensure that all employees are notified of the changes
• When the task is complete, you will have created a system for tracking changes to the policy and maintained records of policy revisions.

Ensuring all employees are aware of changes

• Send out emails or other notifications to all employees informing them of policy changes
• Ensure that all employees have read and acknowledged the changes by having them sign off on a document or using a digital signature
• Ensure that new hires are informed of all policy changes as part of their onboarding process
• Hold regular meetings or training sessions to review any changes to ensure that all employees are up to date
• Regularly survey employees to ensure that they are aware of any changes
• When all employees have been informed of changes and have acknowledged them, this step can be checked off the list.

Implementing and enforcing policies

• Create written policies and procedures that are specific and clear
• Set up training and education programs to ensure all employees understand the policies
• Assign staff members to be responsible for monitoring policy compliance
• Develop a system to ensure that all employees are adhering to the policies
• Take disciplinary action if any employee is found in violation of the policy
• Monitor any changes in the workplace that could affect the policy
• Ensure regular reviews of the policy are conducted to ensure it is up to date
• Record policy violations and take appropriate action

How you’ll know when you can check this off your list and move on to the next step:
Once all of the above steps are completed, you can be sure that the policies are being implemented and enforced in the workplace.

Establishing consequences for people who violate the policy

• Establish a clear, written policy that explicitly states the consequences for violating the policy.
• Make sure the consequences are proportionate to the offense.
• Decide if there should be a warning system in place before the employee is subjected to disciplinary action.
• If a disciplinary action is necessary, make sure to document the incident and any disciplinary action taken.
• Consider including a clause in the policy that allows for flexibility when it comes to enforcement.
• Once the policy is in place, make sure to communicate the consequences to all employees.

When you can check this off your list and move on to the next step:

• Once you have established a clear, written policy outlining the consequences for violating the policy, communicated it to all employees, and it is properly implemented and enforced, you can move on to the next step of monitoring compliance with the policy.

Monitoring compliance with the policy

• Assign someone to be in charge of monitoring compliance with the policy
• Regularly review the policy with employees and make sure they understand it
• Make sure employees are following the policy and take corrective action when necessary
• Establish a system to track compliance with the policy
• Document any violations of the policy, including who committed the violation and any corrective action taken
• Make sure everyone is aware of the consequences for violating the policy
• When necessary, involve HR in the corrective action process
• Check off this step when you have assigned someone to be in charge of monitoring compliance, established a system to track compliance, and documented any violations.

Taking corrective actions when necessary

• Create a corrective action plan for employees who may have violated workplace policies.
• Ensure that the corrective action plan is in compliance with applicable laws and regulations.
• Consider the severity of the violation and the impact on the workplace environment when determining the corrective action plan.
• Ensure that the corrective action plan is tailored to the individual situation, taking into account the employee’s past performance, the nature of the violation, the impact on the workplace, and the individual’s ability to correct the behavior.
• Monitor the employee’s progress in following the corrective action plan and take any necessary additional steps if the plan is not followed.
• When the corrective action plan has been completed, document the process and the outcome.
• How you’ll know when you can check this off your list and move on to the next step: Once the corrective action plan has been completed and documented, you should be able to move on to the next step, which is reviewing policies on an ongoing basis.

Reviewing policies on an ongoing basis

• Set up a calendar to remind yourself to review policies at least once a year
• Take time to review any changes in the law and make sure your policies are compliant
• Check with your Human Resources team to ensure any new policies are in place
• Consult with legal counsel to ensure policies are well-written and legally sound
• Get feedback from employees on any changes to policies
• Make changes to policies as necessary
• Once you have reviewed policies, update any necessary documents and provide copies to employees
• Check off this step once you have completed the periodic review and updated any policies

Setting up a schedule for periodic review

• Develop a timeline for regular policy reviews. This timeline should include specific dates for when each policy should be reviewed and updated.
• Make sure to schedule in enough time for any stakeholders to review the policy and give feedback.
• Assign a team of people to review each policy. This team should include people who are knowledgeable about the policy, its implications, and the relevant laws and regulations.
• Set up a reminder system to ensure that the review takes place on the scheduled date.
• Once the review is complete, document any changes made and update the policy accordingly.
• Check off this step once the review schedule is set up and all stakeholders have been notified.

Assessing the policy to ensure it is still relevant and effective

• Gather feedback from staff members who are familiar with the policy
• Analyze the policy and assess whether it is still applicable to the workplace
• Compare the policy to current laws and regulations to ensure legal compliance
• Consider if the policy is still suitable for the organization’s current needs
• When you are finished with this step, make sure to document any changes and update the policy accordingly.

Making changes to the policy as needed

• Analyze feedback from stakeholders to determine if any updates are needed.
• Determine if any changes need to be made to the policy to keep it relevant and effective.
• Update the policy language, if necessary.
• Get approval from stakeholders before implementing any changes.
• Document the changes so that everyone is aware of the new policy.
• Conduct a review to make sure that the policy meets all legal requirements.

How you’ll know when you can check this off your list and move on to the next step:

• When the stakeholders have approved the changes to the policy and the new policy language has been documented.

Updating the policy documentation

• Review changes that have been made to the policy to ensure accuracy
• Create a version-controlled document of the policy
• Ensure that the policy is accessible to all employees
• Add the new policy to the employee handbook
• Update the employee portal and intranet with the new policy
• Ensure that the policy is included in any employee onboarding process
• Check that the policy is included in any existing employee training programs
• When all of the above steps have been completed, the policy documentation is up to date and ready to be shared with employees.

Obtaining feedback on the policy

• Ask employees to comment on the policy and suggest any changes
• Hold focus group discussions to gather feedback from a cross section of employees
• Make sure to address any concerns raised and incorporate their feedback into the policy
• Follow up with employees to make sure they understand the policy

When you have obtained feedback from employees, this step has been completed and you can move on to the next step.

Surveying employees to gauge their understanding of the policy

• Create a survey to assess employees’ knowledge of the policy
• Distribute the survey to all employees
• Ensure that the survey is anonymous to encourage honest responses
• Analyze the results of the survey
• Make adjustments to the policy based on the feedback and analysis
• Once the survey results have been analyzed and adjustments to the policy have been made, this step is complete and you can move onto the next step.

Inviting comments from stakeholders

• Identify who the key stakeholders are that should provide input
• Reach out to each stakeholder and invite them to provide their feedback
• Provide stakeholders with an overview of the policy, and with any relevant documents or materials
• Clearly explain the timeline and process of providing feedback (what are the expectations?)
• Establish a process for collecting, tracking, and responding to feedback
• Give stakeholders a deadline for submitting their comments
• Follow up with stakeholders as necessary

How you’ll know when you can check this off your list and move on to the next step:
Once all stakeholders have submitted their feedback and the timeline has passed, you can move on to the next step.

Making adjustments based on feedback

• Review all feedback from stakeholders to identify common themes and requests
• Make any necessary changes to the policy to address those themes
• Ensure that the updated policy is still in compliance with applicable laws and regulations
• Test the policy to ensure it is effective in addressing the feedback
• Make sure all stakeholders are aware of the changes and that they understand the updated policy
• Once all changes have been made, review the policy to make sure it is ready to be implemented
• Once the policy is complete and ready to be implemented, you can check this step off your list and move on to the next step.

Evaluating the effectiveness of the policy

• Assess the policy for its effectiveness in meeting the desired outcomes
• Survey employees and stakeholders for their opinions of the policy
• Review any complaints or feedback in relation to the policy
• Evaluate the policy against the organization’s goals and objectives
• Make sure the policy is compliant with relevant laws and regulations
• Once you have gathered the necessary feedback and data, you can determine whether the policy is effective or not
• Upon completion, you can move on to the next step: Measuring the impact of the policy on the organization.

Measuring the impact of the policy on the organization

• Establish methods to measure the impact of the policy on the organization such as surveys, interviews, questionnaires, or focus groups
• Collect data to measure the impact of the organization’s policy on employee attitudes, performance, and productivity
• Analyze the data to identify where the policy is having an effect and where it needs to be improved
• Check if the policy is achieving the desired goals
• When all of the data has been collected and analyzed, check off this step and move on to the next step of analyzing the data to see if goals are being met.

Analyzing the data to see if goals are being met

• Gather data from your organization’s records on the policy implementation
• Analyze the data to determine the success rate of the policy implementation
• Assess the data to determine if the policy is meeting the desired goals
• Compare the data to the standards set for the policy to determine if the policy objectives are being achieved
• Once you have analyzed the data and determined if the policy is meeting its goals, you can move on to the next step.

Adjusting the policy as needed

• Develop a timeline for the policy adjustment, including when the policy should be reviewed and when it should be updated if needed
• Identify a team of stakeholders who will be responsible for adjusting the policy as needed
• Establish a process for monitoring the policy’s performance and for collecting feedback from stakeholders
• Establish a process for evaluating the effectiveness of the policy and for making changes as needed
• Document any changes to the policy, including any explanations for why the changes were made
• Ensure that employees are informed of the changes being made and that they can easily access the updated policy
• When the policy is adjusted to meet the desired goals, check it off your list and move on to the next step.

FAQ

Q: What are the key differences between workplace policies in the USA, UK, and EU?

Asked by Emma on April 24th 2022.
A: The differences between workplace policies in the USA, UK, and EU can be significant and complex. Generally speaking, the US tends to have more relaxed regulations, particularly when it comes to employee benefits and leaves of absence. The UK has more stringent regulations when it comes to employee rights, health and safety, and other types of workplace policies. The EU has a wide variety of laws covering workplace rights and responsibilities that are often enforced by each country’s individual governments. It’s important to understand what specific laws apply in each region before deciding on a particular workplace policy.

Q: What is the best way to ensure that workplace policies are being followed?

Asked by David on May 15th 2022.
A: Ensuring that workplace policies are followed is essential for maintaining a safe and productive work environment. It is important to clearly communicate expectations and provide ongoing education to employees on how they should interact with each other in the workplace. Additionally, regular audits can be conducted to ensure that policies are being adhered to. Employers should also consider implementing an anonymous reporting system so employees feel comfortable speaking up if they see something that is not in line with company policy.

Q: How can we ensure our workplace policies are up-to-date?

Asked by Abigail on June 9th 2022.
A: It is important for employers to make sure that their workplace policies are regularly updated in order to keep up with changes in the law or changes in technology or industry trends. Employers should also consider consulting with employees to ensure that their policies reflect the wants and needs of their workforce. Employers should also review their policies periodically to ensure that they remain relevant and effective for their business needs.

Example dispute

Suing a Company for Breach of Contract:

• Identify the relevant legal documents, regulations, and civil law that apply to the case.
• Establish that the company breached the contract by providing evidence of their actions.
• Provide evidence of the damages suffered by the plaintiff as a result of the breach of contract. This can include economic loss, emotional distress, or other types of losses.
• Determine if the company has a policy that could have prevented the breach or could have limited the damages caused by the breach.
• Consider potential settlement options that the company may be willing to accept, including the possibility of compensating the plaintiff for their losses.
• Calculate the actual damages suffered by the plaintiff, including any punitive damages that may be awarded if the breach was particularly egregious.

Templates available (free to use)

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