Creating a Progressive Workplace Code of Conduct Policy

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating a progressive code of conduct policy for your workplace is essential in building a safe and productive work environment. This policy not only helps protect employers from potential legal issues, but also provides assurance to employees that their rights and responsibilities are clearly outlined and understood.

The Genie AI team recognises the importance of having a progressive code of conduct in business, as this helps to guarantee that all employees are treated equitably and respectfully. This document - created with input from our extensive expertise as well as advice from the Genie AI community template library - outlines what behaviour is acceptable, what behaviours will be penalised, and how to ensure everyone understands their obligations.

Firstly, this code sets out precisely what is expected of employers. Clear expectations for behaviour help ensure an atmosphere of trust between employers and employees; any disagreements are then resolved through a respectful process that benefits both parties. Furthermore, these expectations provide protection against discrimination or wrongful termination lawsuits which can arise if behavior isn’t addressed properly.

For employees too, there are advantages to having clear guidelines set out in writing in the form of a code of conduct policy. By understanding exactly what behaviors will be tolerated within the workplace, they can save themselves valuable time by ensuring they don’t engage in activities which may lead them into legal trouble later on down the line. Moreover, this policy helps promote fairness amongst all staff members by providing assurance that every individual’s rights will be respected regardless of race, gender or religion etc., while also ensuring grievances are handled properly when they arise.

Finally, we have created an easy-to-follow step-by-step guide below which offers instruction on how to create your own customised code of conduct policy for free using Genie AI’s comprehensive community template library – so you don’t need to worry about paying expensive lawyer fees! Read on below for more information on how you can access our resources today!

Definitions (feel free to skip)

Policy Framework: A set of rules, regulations, and guidelines for how an organization will conduct business.

Purpose: The reason or goal an organization wants to achieve.

Scope: The range of activities or topics the policy covers.

Roles and Responsibilities: The specific tasks and duties assigned to individuals in the organization.

Expectations: The standards and requirements set by the organization for employees to meet.

Consequences: The actions taken when an employee does not meet the expectations of the organization.

Draft: An initial version of a policy that is then revised.

Feedback and Input: Opinions and ideas expressed by stakeholders that are used to revise and improve a policy.

Appropriate: Suitable or fitting for the situation.

Respect: Showing consideration and admiration for others.

Communication: The exchange of thoughts, messages, or information.

Diversity: Having a wide range of people with different backgrounds and perspectives.

Verbal Warnings: A verbal reminder that an employee’s behavior is not acceptable.

Written Warnings: A written reprimand that an employee’s behavior is not acceptable.

Suspension: Temporarily removing an employee from their job.

Termination of Employment: Ending an employee’s employment.

Clear: Easy to understand.

Concise: Short and to the point.

Understandable: Capable of being understood.

Stakeholders: People who have an interest in the success or outcome of an organization.

Legal Advisors: Individuals with knowledge of the applicable laws and regulations.

Values: Principles or standards that an organization considers important.

Culture: The beliefs and behaviors that characterize a company or organization.

Revise: To modify or change something.

Approval: Giving permission for something to occur.

Legal/Organizational Authorities: People or groups with the power to make decisions and enforce laws.

Auditing: Examining an employee’s behavior to ensure it is in line with the policy.

Reports of Violations: Documents that detail any policy violations.

Evaluation: Assessing the effectiveness of the policy.

Surveys: Questions that are asked to gather information.

Interviews: Conversations used to gather information.

Contents

• Establishing a policy framework
• Outlining the purpose of the policy
• The scope of the policy
• The roles and responsibilities of those who are responsible for implementing it
• Establishing clear expectations
• Clearly defining expectations for appropriate behavior in the workplace
• Expectations related to respect, communication, and diversity
• Drafting the policy
• Creating a draft of the policy that clearly outlines expectations and the consequences for not following them
• Seeking feedback and input
• Seeking feedback and input from key stakeholders, such as employees, management, and legal advisors
• Revising the policy
• Revising the policy based on the feedback and input received
• Obtaining approval
• Obtaining approval from the appropriate legal and organizational authorities
• Developing a code of conduct
• Creating a code of conduct that outlines the expectations for workplace behavior, including specific rules and regulations that should be followed
• Communicating the policy
• Providing employees with information about the policy and its expectations through a variety of channels, such as employee handbooks, training videos, and orientation sessions
• Monitoring and enforcement
• Establishing a system for monitoring the policy and enforcing it in a consistent and fair manner
• Evaluating and updating the policy
• Regularly evaluating the policy to ensure it is up-to-date and reflective of changing workplace dynamics

Get started

Establishing a policy framework

• Draft a framework for the policy that outlines the key areas it will cover
• Consider the different stakeholders of the organization, including the employees, clients, customers, and suppliers
• Identify the key components that need to be addressed in the policy
• Outline the goals and objectives of the policy
• Determine the scope of the policy
• Establish the tone of the policy
• Establish the enforcement and implementation process
• Check that the policy is compliant with relevant laws and regulations
• When complete, review the framework with stakeholders to ensure feedback is incorporated
• Once the framework is finalized, you have established the policy framework and can move on to the next step.

Outlining the purpose of the policy

• Articulate the organization’s commitment to creating a progressive workplace in the introduction of the policy
• Explain the purpose of the policy and the benefits of creating such an environment
• Outline the core values that the organization seeks to promote through the policy
• Describe the responsibilities of all members of the organization in upholding these values

When you have completed this step, you will have an introductory section in your policy that outlines the purpose and core values of the policy.

The scope of the policy

• Consider whether the policy should apply to all employees, contractors, interns, and volunteers
• Decide whether the policy applies to employees across all locations and business units
• Set clear expectations for what the policy applies to, such as customer interactions, communication, dress code, etc.
• Establish the geographic boundaries of the policy, such as global, regional, or local
• Determine any additional applicable regulations or laws that must be included in the policy
• Decide whether the policy applies to remote workers

When this step is complete, you can move on to the next step, which is outlining the roles and responsibilities of those responsible for implementing the policy.

The roles and responsibilities of those who are responsible for implementing it

• Identify key stakeholders who need to be involved in the process of creating and implementing the policy.
• Assign specific roles and responsibilities to each stakeholder for the policy’s implementation.
• Ensure each stakeholder understands their role and is aware of the resources available to them to help them in their role.
• Establish a timeline for each stakeholder to complete their assigned tasks.
• Document the roles and responsibilities and assign them to the appropriate individuals.
• When all roles and responsibilities have been assigned and documented, you can move on to the next step.

Establishing clear expectations

• Develop an overall mission statement for the Code of Conduct Policy
• Outline the core values and principles that the policy should emphasize
• Consider the characteristics of a progressive workplace, such as transparency and respect
• Identify any behaviors that are not acceptable in the workplace
• Encourage employees to speak up if they witness any inappropriate behavior
• Set the expectations for employees about what is expected of them
• Develop a process for addressing and resolving any issues that arise

Once you have established clear expectations for the Code of Conduct Policy, you can proceed to the next step.

Clearly defining expectations for appropriate behavior in the workplace

• Outline the behaviors that are expected from employees, such as showing respect for others, promoting an inclusive environment, refraining from discrimination, and being mindful of safety and security
• Draft a code of conduct policy that outlines the expectations for appropriate behavior in the workplace
• Ensure that the policy is comprehensive, covers all areas of appropriate behavior, and is easy to understand
• Review the policy with HR, legal, and other stakeholders to ensure that it meets the needs of the organization
• Get feedback on the policy from employees and make any necessary revisions
• Publish the policy and make sure it is readily available to all employees
• Educate employees on the policy and ensure they understand the expectations
• When you’ve published the policy and educated employees on the expectations, you can check this off your list and move on to the next step.

Expectations related to respect, communication, and diversity

• Brainstorm ideas on how to ensure respect, communication, and diversity in the workplace
• Identify and list out potential expectations for each of the areas
• Review the list to ensure all expectations are feasible, realistic, and measurable
• Prioritize the expectations based on importance
• Move the expectations into the workplace code of conduct policy
  Once the expectations related to respect, communication, and diversity have been identified, listed, reviewed, and prioritized, the next step is to draft the policy.

Drafting the policy

• Brainstorm a list of expectations related to respect, communication, and diversity that you would like to include in the policy
• Research best practices and create a list of company-specific expectations
• Identify the wording you’d like to use for the policy
• Draft the policy, making sure it clearly states the expectations and the consequences for not following them
• Have the policy reviewed by an attorney, HR expert, and/or other stakeholders
• Make any necessary revisions and finalize the policy
• You’ll know you can check this off your list and move on to the next step once you have a finalized draft of your policy.

Creating a draft of the policy that clearly outlines expectations and the consequences for not following them

• Gather information from existing company policies, legal counsel, and HR experts about the type of policy you should create for a progressive workplace code of conduct
• Brainstorm and list out any expectations, consequences, or other topics that should be included in the policy
• Draft the policy using the information gathered and the brainstormed topics
• Review the policy to make sure it is clear, concise, and covers all the necessary topics
• Have legal counsel and HR experts review the policy for accuracy and compliance
• Once the policy is approved, you can move on to the next step of seeking feedback and input.

Seeking feedback and input

• Develop an appropriate timeline for the feedback and input process
• Identify key stakeholders to provide feedback and input on the policy, such as employees, management, and legal advisors
• Send out the draft policy to the identified stakeholders
• Provide a way for stakeholders to provide feedback and input, such as through a survey, one-on-one interviews, or focus groups
• Analyze the collected feedback and input
• Make necessary changes to the policy based on the feedback and input received
• Test the policy with a pilot group of stakeholders
• When the policy has been finalized, send out a finalized version of the policy to all stakeholders

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

• You will know when you can check this off your list and move on to the next step when you have collected and analyzed all the feedback and input, made the necessary changes based on the feedback and input, and tested the policy with a pilot group of stakeholders.

Seeking feedback and input from key stakeholders, such as employees, management, and legal advisors

• Reach out to key stakeholders, such as employees, management, and legal advisors, to seek input and feedback on the draft of the code of conduct policy.
• Make sure to allow sufficient time for stakeholders to review and provide feedback.
• Gather all feedback and input, and compile into a single document for review.
• When all feedback has been received and documented, you can move on to the next step of revising the policy.

Revising the policy

• Assess the feedback and input received from stakeholders.
• Make changes to the policy based on the feedback and input.
• Ensure that the changes are compliant with any applicable laws and regulations.
• Proofread and edit the policy for clarity and accuracy.

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

• When all changes have been made to the policy that are deemed necessary and compliant.
• When the policy has been proofread and edited for clarity and accuracy.

Revising the policy based on the feedback and input received

• Review the feedback and input you have received from stakeholders
• Consider each point of feedback and input and decide how to incorporate them into the policy
• Draft the policy revisions based on the feedback and input
• Request that stakeholders review the revised policy and provide feedback
• Incorporate any additional feedback or input into the policy
• You can check this off your list and move on to the next step once all feedback and input has been incorporated into the policy.

Obtaining approval

• Seek approval from the appropriate legal and organizational authorities
• Present them with the revised policy document
• Obtain and document the approval of the policy
• Make the policy available to all staff, volunteers, and other stakeholders
• Arrange for an official announcement of the policy
• Make sure the policy is communicated and understood by all relevant parties
• Monitor implementation of the policy across the organization

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

• You will know you can move on to the next step when the policy has been officially approved and the announcement has been made.

Obtaining approval from the appropriate legal and organizational authorities

• Contact relevant legal authorities such as the local labor board, or an employment attorney, to ensure the policy is compliant with applicable laws.
• Have the policy approved by the senior management team.
• Obtain sign-off from the appropriate organizational departments such as Human Resources, Legal, and Compliance.
• Once the policy has been approved by the relevant legal and organizational authorities, you can move on to the next step.

Developing a code of conduct

• Outline the purpose of the code of conduct policy
• Create a team of stakeholders to develop the policy
• Research and review existing company policies, procedures and practices
• Develop a policy statement that outlines the expectations for workplace behavior
• Create a list of specific rules and regulations that should be followed
• Develop a policy enforcement procedure
• Communicate the policy to all employees
• Provide training and education on the policy
• Review and update the policy on a regular basis

Once the code of conduct policy has been developed, it is ready to be obtained approval from the appropriate legal and organizational authorities.

Creating a code of conduct that outlines the expectations for workplace behavior, including specific rules and regulations that should be followed

• Brainstorm a list of expectations for workplace behavior that should be included in the code of conduct, such as rules about language, harassment, and discrimination.
• Research existing codes of conduct to get ideas on what other companies are doing and what should be included in yours.
• Create a draft code of conduct based on your brainstormed ideas and research, and then get feedback from stakeholders and management.
• Revise the draft code of conduct based on the feedback received and make sure that it is compliant with all relevant laws.
• Finalize the code of conduct by making sure that it is clearly written, easy to understand, and covers all of the necessary expectations and regulations.

You will know you have successfully completed this step when you have a finalized and approved code of conduct that has been communicated to all employees.

Communicating the policy

• Develop a plan for communicating the policy to employees, including how it will be introduced and explained
• Identify a variety of channels through which the policy should be communicated, such as employee handbooks, training videos, and orientation sessions
• Design materials that explain the expectations of the policy in a clear, concise manner
• Disseminate the policy to all employees, either in-person or electronically
• Provide employees with opportunities to ask questions and provide feedback on the policy
• Make sure the policy is easy to access and understand
• Follow up with employees to ensure they understand and are following the policy

Once the policy has been communicated to all employees, you can check this off your list and move on to the next step.

Providing employees with information about the policy and its expectations through a variety of channels, such as employee handbooks, training videos, and orientation sessions

• Identify the channels for communicating the policy, such as employee handbooks, training videos, and orientation sessions
• Create the content for each channel - for example, a handbook containing the policy, a training video outlining the expectations, and a presentation for orientations
• Make sure the content is easily accessible and available to all employees
• Make sure all employees are trained on the policy and its expectations
• Make sure all employees understand the consequences of not following the policy
• Monitor employees to ensure they are following the policy
• When all employees have been informed and trained on the policy, this step will be complete

Monitoring and enforcement

• Establish a system for monitoring the policy and its implementation across the workplace.
• Create a process for documenting any instances of policy infractions and associated disciplinary actions.
• Ensure that all employees are aware of and understand the consequences for violating the policy.
• Develop a formal process for addressing policy violations and complaints, including an appeals process.
• Train managers and supervisors on how to identify and respond to policy violations.
• Set up an anonymous reporting system for employees to report violations without fear of retaliation.
• Create an audit system to ensure ongoing compliance with the policy.

Once the system for monitoring and enforcing the policy has been established, you can move onto the next step.

Establishing a system for monitoring the policy and enforcing it in a consistent and fair manner

• Develop procedures to monitor policy compliance and violations
• Develop an enforcement system with clear disciplinary measures
• Ensure the system is consistent across all staff and departments
• Ensure the enforcement system is fair and equitable
• Provide training to managers and staff on the enforcement process
• Keep records of policy violations and enforcement
• Use feedback from staff to review effectiveness of enforcement system

Once you have developed procedures to monitor policy compliance and violations, established an enforcement system with clear disciplinary measures, ensured the system is consistent across all staff and departments, ensured the enforcement system is fair and equitable, provided training to managers and staff on the enforcement process, kept records of policy violations and enforcement, and used feedback from staff to review the effectiveness of the enforcement system, you can check this step off your list and move on to the next step.

Evaluating and updating the policy

• Review the policy periodically to ensure it remains up-to-date and relevant to the workplace environment
• Request feedback from employees and make updates as needed
• Monitor changes in workplace dynamics and adjust the policy accordingly
• Consult with experts to ensure the policy is up-to-date with relevant laws
• Check for any potential areas of conflict between the policy and other workplace policies
• Review the policy with employees and provide training and education on the changes
• When all updates have been made and the policy has been reviewed, the step can be marked as complete and the next step of regularly evaluating the policy can be started.

Regularly evaluating the policy to ensure it is up-to-date and reflective of changing workplace dynamics

• Establish a timeline for review of the policy.
• Make sure to incorporate feedback from both management and employees.
• Consider current trends in the workplace, such as new technologies, shifts in demographics, etc.
• Look for potential areas of improvement or updates.
• Make any necessary changes that reflect the changing work environment in the policy.
• When the policy has been updated and all necessary changes have been made, check this off your list and move on to the next step.

FAQ:

Q: Is there a universal code of conduct policy that can be used for any workplace?

Asked by Ryan on 11th May 2022.
A: No, there is not a universal code of conduct policy. Each workplace has its own particular needs and culture, and so the code of conduct policy should be tailored to meet these needs. It is important to consider the industry, sector or business model that the workplace operates in, as well as any relevant jurisdictions or laws (such as UK, USA or EU).

Q: Is it enough to have a code of conduct policy in place, or do I need to provide additional training?

Asked by Kayla on 1st August 2022.
A: Having a code of conduct policy in place is an important first step in creating a progressive workplace environment. However, it is also important to provide additional training and education for employees on how to effectively implement the policy. Training should cover topics such as understanding how the policy works, what type of behaviour is acceptable, and how to handle violations or complaints.

Q: How do I ensure that my code of conduct policy is progressive?

Asked by Jacob on 11th October 2022.
A: To ensure a progressive workplace environment, your code of conduct policy should be comprehensive and cover all areas of workplace behaviour, from professional etiquette to diversity and inclusion initiatives. It should also be updated regularly to reflect changing laws and regulations, as well as changes in your workplace culture. Additionally, it should be communicated clearly to all employees and reinforced through regular training sessions.

Q: What should I include in my code of conduct policy?

Asked by Abigail on 10th January 2022.
A: Your code of conduct policy should include clear guidelines on appropriate workplace behaviour. This includes covering topics such as respect for colleagues, appropriate use of technology and internet access, compliance with anti-discrimination laws, and consequences for failing to adhere to the policy. Additionally, it should include details of any additional policies that relate to the code of conduct such as anti-harassment or diversity policies.

Q: What are the benefits of having a progressive workplace code of conduct policy?

Asked by Aiden on 22nd April 2022.
A: The benefits of having a progressive workplace code of conduct policy are numerous. A well-implemented and well-enforced policy can help foster an inclusive environment where employees feel respected and valued for their skills and contributions. This can lead to increased productivity, improved morale, better customer service outcomes, and enhanced reputation for the business overall. Additionally, having a robust policy in place helps protect against liability issues such as discrimination or harassment claims.

Q: What should I do if I witness an employee violating the code of conduct?

Asked by Emma on 5th July 2022.
A: If you witness an employee violating the code of conduct you should take immediate action to address the issue. Depending on the severity of the violation this could include speaking directly with the employee about their behaviour or reporting it to management for further action. It is important to follow any reporting procedures outlined in your code of conduct policy and document any actions taken for future reference.

Q: What measures can I take to ensure my employees adhere to the code of conduct?

Asked by Benjamin on 18th October 2022.
A: There are several measures you can take to ensure your employees adhere to your code of conduct policy. Firstly, make sure you communicate the policy clearly and regularly so that all employees are aware of their responsibilities under it. Secondly, provide regular training sessions covering topics such as appropriate workplace behaviour and consequences for violations or complaints. Thirdly, ensure there are clear reporting mechanisms in place so that any violations can be addressed quickly and effectively. Finally, make sure you have clear consequences for any violations which are consistently enforced across all employees regardless of position or seniority level.

Q: Are there any differences between UK/EU and US laws when it comes to codes of conduct?

Asked by Olivia on 28th December 2022.
A: Yes, there are some differences between UK/EU and US laws when it comes to codes of conduct policies in the workplace. In the UK/EU there are regulations around discrimination based on age, gender identity or expression, disability status, sexual orientation and religion which may not be applicable in US workplaces in certain states or industries. Additionally, US workplaces may have additional regulations relating to healthcare insurance options or payment structures which may not be applicable elsewhere. Therefore when creating a progressive workplace code of conduct policy it is important to consider any relevant jurisdictions or laws that apply in order to ensure compliance with all local regulations where applicable.

Example dispute

Suing a Company for Breach of Code of Conduct

• The plaintiff must have evidence that the company violated the code of conduct policy, such as written documentation of the policy or a witness testimony of the violation.
• The plaintiff must demonstrate that the violation of the code of conduct policy caused them harm, such as monetary damages, physical or emotional distress, or other losses.
• The plaintiff must also demonstrate that the breach of the code of conduct policy was a direct result of the company’s actions and not of any other external factors.
• The plaintiff must be able to prove that the company was aware of the code of conduct policy and failed to follow it, or that they were reckless or negligent in their adherence to the policy.
• The plaintiff may seek compensatory damages, such as monetary compensation, punitive damages, or an injunction to prevent further violations of the code of conduct policy.
• Settlement may be reached through negotiation or mediation, or the court may decide if the case goes to trial.
• Damages may be calculated based on the extent of the harm suffered, the degree of fault of the company, and other factors.

Templates available (free to use)

Supplier Code Of Conduct Policy

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