Your how-to: Conducting a review for gaps in existing policies
This to the process of critically examining your current company policies with the aim to identify and address any gaps which might exist. The primary focus here is on those policies that potentially impact the physical, emotional or psychological wellbeing of the employees. This includes policies covering areas such as workload management, harassment, diversity, inclusion, work-life balance and employee assistance programs.
This review is not just about ensuring policies are in place, but scrutinising them to ensure they are truly effective and fit for purpose. It's about asking hard questions: Does our current content effectively recognise and encourage positive mental health? Do we have enough procedures outlined to manage excessive stress, bullying or other issues affecting mental wellbeing? Do we offer sufficient resources or support to employees dealing with mental health-related concerns?
For Australian organisations specifically, it's also crucial to verify alignment with the Fair Work Act 2009 and relevant state-based health and safety legislation. This ensures adherence to national standards while also addressing unique challenges that might arise within the landscape of the Australian workplace.
Step by step instructions
Assemble a Review Team: Create a diverse team consisting of representatives from various areas within your company. This will ensure that perspectives from all levels are included in the assessment process.
Familiarise with Standards: Gain a thorough understanding of the existing national standards and legal requirements for workplace health and wellbeing in Australia. This includes familiarising yourself with the Fair Work Act 2009 and any relevant state-based health and safety legislation.
Compare with Standards: Compare your existing policies with the national standards. Highlight any areas where your policies fall short or are not in alignment with the standards.
Implement Changes: Introduce changes to your policies based on your recommendations. This step should be carried out in a transparent and collaborative manner, with input from all relevant stakeholders.
Identify Relevant Policies: Identify all existing policies within your company that could impact the wellbeing of your employees. This might include policies relating to workload management, harassment, diversity, inclusion, work-life balance, and employee assistance programs.
Conduct a Policy Audit: Critically examine each identified policy for any gaps or areas of potential improvement. This requires asking hard questions such as "Does the policy effectively recognise and encourage positive mental health?" "Are there procedures outlined to manage excessive stress, bullying or other issues affecting mental health?" and "Does the policy offer sufficient resources or support to employees dealing with mental health-related concerns?"
Draft Recommendations: Based on your research and audit, prepare a comprehensive report outlining the strengths and weaknesses of your existing policies. This report should also include a set of detailed recommendations on how to address any identified gaps.
Monitor and Review: Once changes have been implemented, establish a system for regular reviews of your policies to ensure they continue to meet your company's needs and remain in line with legal standards.
Use this template to implement
To ensure you can execute seamlessly, download the implementation template.
Pitfalls to avoid
Your policy review should comply with all applicable laws, regulations and standards, such as the Fair Work Act 2009 and the Australian Privacy Act 1988. Non-compliance could result in fines and legal disputes. Always consult with a legal expert if you’re unsure.
Restricting your review to current practices without evaluating historical performance might leave potential gaps unnoticed. Consider how policies have performed in the past and identify any recurring issues.
Give priority to reviewing critical policies that carry high risk if not managed adequately, such as those relating to occupational health and safety, privacy, and whistleblowing
Not involving key stakeholders in the process could lead to misaligned expectations and resistance to necessary changes. Involve employees, management, union representatives, and legal entities at all stages of the review.
Making changes based on assumptions and not data might lead to ineffective policies. Use evidence-based methods to diagnose policy performance and identify gaps.
If it is unclear who is responsible for each aspect of the review, this can lead to confusion, and crucial tasks may be overlooked. Make sure to assign clear responsibility for conducting the review, analysing findings, and implementing changes.