Workplace Policies

The Importance & Roles of Policies

The importance of having properly drafted employment contracts should not overshadow the crucial role that a sound workplace policy infrastructure has to play in creating and maintaining a harmonious and efficient workplace environment.

Whilst an employment contract sets out the fundamental rules governing the employment relationship, the employer should create an internal infrastructure which comprises detailed policies and procedures relating to the various aspects of the employer’s operations as well as the expectations, duties and entitlements of the employee.

Types of Policies

The sector in which the employer operates, as well as the size of the employer’s business, will typically determine the nature of the policies that the employer should consider adopting and implementing, and may include policies and procedures relating to:

• Working hours, overtime, rest periods and shift work
• Leave entitlement, the various types of leave that an employee may avail himself of, the manner in which leave entitlement should be calculated, and internal procedures to apply for any leave
• Equality at the workplace, and the prevention of harassment and discrimination
• Whistleblowing
• Health and safety at the workplace
• Telework
• The participation or involvement of employees in the employer’s operations and decision-making processes
• The representation of employees, whether internal or external in the form of trade union representation
• Situations involving the prospective transfer or acquisition of business by the employer
• Training and similar initiatives that employees may benefit from for their ongoing development
• Data privacy and the protection of data
• Information Security
• Ownership and use of the employer’s property and systems
• Disciplinary issues that may arise at the workplace
• The handling of grievances that may be raised by employees from time to time

Any policies and procedures that an employer may create and implement from time to time should not only be framed within the parameters of the employment legal framework that may be applicable at the time, but should also be sufficiently detailed and easy to understand, follow and implement for the employer and the employee alike.