The issue of policies and procedures is of critical importance in protecting
your business from financial
and operational risk. You must give your employees clear instructions or be prepared for them
to do whatever they wish!
Accumulated Annual Leave Policy
Annual leave entitlement for a full-time employee is normally 4 weeks' paid leave each year (Queensland).
It is important to ensure that your employees take regular leave and have adequate rest. It can be a breach
of workplace health and safety for an employee to go for a long period of time without a break
away from work. In the event of a workplace accident, you may be found liable!
Accumulated leave on a business balance sheet is subject to value ‘creep’ and
may impact cash flow if an employee (with weeks of accumulated leave) resigns.
Anti-Discrimination
Discrimination undermines proper working relationships and may cause low morale, absenteeism and resignations.
Under Federal and State anti-discrimination laws, discrimination in employment is
against the law.
You have a legal obligation to have policies and procedures, and to induct and train employees with these
policies.
Bullying
Bullying is a workplace health and safety obligation, and you can be issued with an improvement notice
and fined for non-compliance.
Examples of bullying can include:
- persistent and unjustified criticisms, usually of the nit-picking variety
- humiliating the person(s) through sarcasm, criticism and insults, often in front of customers, management
or other workers
- other types of behaviour that cause a person to feel isolated and humiliated
Code of Conduct
A code of conduct is an important communication policy to employees about what is expected of them in
a wide variety of areas.
Code of conduct issues may include:
- client visiting procedures
- customer service
- telephone etiquette
- use of mobile phones during working hours
- smoke breaks
Email and the Internet
If you give your employees’ access to email and the internet, you must inform them on what their
obligations are.
Grievance Policy
A grievance policy outlines to your employees the mechanism that you have in the event that they have
a concern that they wish to raise with your business.
Employment Motor Vehicle Policy
Motor vehicle policies are important where your employee uses a personal or company motor vehicle for
work-related purposes.
The policy should cover:
- insurance
- maintenance
- fines
- the consequences of losing a driver licence where
it is a requirement of employment
- FBT issues and that private use is allowed or disallowed
- any the specific industry requirements
You must be aware that you can be vicariously liable for any act and omissions of your employees who
drive a motor vehicle for work-related purposes.
Substance Abuse
Substance abuse is an increasingly common concern in Australian workplaces. Substance abuse can involve
alcohol, unlawful substances such as drugs and can involve abuse of prescription medication such as valium.
Sexual Harassment
You have an obligation to inform and train your employees in prevention of such harassment and behaviours.
Sexual harassment can include:
- offensive 'jokes' or comments to another worker
- display of pictures,
computer graphics or posters, which are offensive or derogatory
This includes e-mail, leering or other
forms of unwelcoming sexual behaviour making your coworker feel uncomfortable or humiliated.
Termination of Employment
This is a critical policy for your business.
- Include voluntary terminations to serious misconduct, and
scope out the requirements of your business
- Ensure that you outline the procedures for managing poor
performance, and understand your contractual and statutory obligations
- Ensure your employees are inducted
and informed
Workplace Health and Safety
Workplace health and safety is a major concern of business non-compliance today.
Every workplace that employs workers must have the basics and provide training. This includes:
- a policy
statement
- induction manual
- procedures manual
- forms
- incidence control
- other industry relevant
requirements
Summary
Being educated and aware of policies and procedures, and by taking the time to implement and train your
employees, is a major risk mitigating strategy. The danger is we start a business, get busy and think 'it
will never happen to me'! History often proves us wrong...Take time today and incrementally protect you
and your clients' business. It’s a foundation for business success and a prepared future. Act today!
Further Information
Philip Lye is Director of Biz Momentum Pty Ltd. He works with small to medium businesses to help them
cut through the maze of people matters. Clients get specific actionable strategies to protect their business
interests. For more information on Philip, visit www.biz-momentum.com and
subscribe to his free monthly e-zine.
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