Your how-to: Developing a simple policy review and update process
Developing a simple policy review and update process refers to the systematic method of evaluating the existing workplace policies, and updating them, to align with employee mental wellbeing needs. This is a procedure that should ideally be recurring to ensure that the wellbeing policy remains relevant and effective as the organisation evolves. The process is underpinned by key steps, including evaluation of current policies, gathering feedback, identifying gaps, drafting amendments or new policies, obtaining legal approvals and communicating the changes.
In an Australian context, your review should always be aligned with the Safe Work Australia's guidelines, the Fair Work Act 2009 and age, disability, racial, and sex discrimination laws. The goal is to promote a healthier, more supportive workplace. Reviewing and updating your policies regularly brings about alignment with best practices, current legislation and effectively addresses the changing needs of your employees. Regular updates equip employees with appropriate resources to manage their mental health and employers with the right tools to support them.
Step by step instructions
Understand Current Policies: Familiarise yourself with the existing policies. Understand various elements such as the objectives, scope, and the impact of these policies on the employees in your organisation.
Gather Feedback: Ensure you seek feedback from all stakeholders, including employees, managers, and department heads. Input from different perspectives will give you an in-depth understanding of how your policies are working on the ground.
Draft Amendments or New Policies: Based on your analysis, draft amendments to existing policies, or write new ones entirely. Make sure that they are in understandable language and clearly communicate what is expected.
Disseminate the Policies: Once reviewed and approved legally, circulate the updated or new policies among employees. Communication can be through emails, handouts, or meetings. Ensure each employee is aware and understands the changes.
Evaluate Policy Effectiveness: Evaluate the effectiveness of your policies. An effective policy is one that has achieved its intended purpose without causing adverse consequences. Ask yourself if your current policies promote mental wellbeing in the workplace or do they need improvement.
Identify and Address Gaps: From the feedback collected, identify the gaps, weaknesses, or the areas needing attention in your existing policies. Make a list of these areas which need updating or refining.
Validate and Get Legal Approvals: Every policy needs to comply with the laws of the land. In this case, ensure your policies align with Safe Work Australia guidelines, the Fair Work Act 2009, and necessary age, disability, racial, and sex discrimination laws.
Implement Changes and Monitor: Implement the changes in your workplace. Provide necessary training if needed. Monitor the impact of these changes and adjust as necessary. Always remember that policy development and review is an ongoing process.
Use this template to implement
To ensure you can execute seamlessly, download the implementation template.
Pitfalls to avoid
Failing to consider the latest legal and regulatory standards can lead to non-compliance. Businesses must periodically update their policies based on changes in Australian and international legislation, regulations, industry standards and best practices.
Failing to communicate the policy updates effectively can leave employees uninformed or confused. Businesses should establish multiple channels of clear, concise communication to ensure all team members understand the new changes.
If an organisation updates its policies but doesn't provide adequate training, employees may struggle to apply the policy in their day-to-day roles. Training helps employees understand the implications of the policy changes and how to apply such policies in their work.
The effectiveness of any policy relies heavily on its acceptance and understanding amongst employees. Therefore, avoiding gathering staff feedback can be a significant pitfall. Employee input can provide valuable insights to improve your policies, thus promoting a more inclusive workplace culture.
Ineffective policy documentation can lead to misunderstandings and inconsistencies in application. Proper documentation not only outlines the policy details but also serves as a reference point during potential disputes.
The inability to manage change effectively can cause disruptions when introducing new policies. Implementing a structured change management process allows for a smooth transition, reducing employee resistance and fostering acceptance.