How to Write an Employee Conduct Code – Employer Solutions Plus

In our last post, we covered the employee dress code and how to write it. The conduct code is similar in many ways as it is driven by your company culture but must adhere to employment laws.

There is no standard language for an employee code of conduct – each code is unique to the business and seeks to define expected behaviors in addressing the risks, challenges and customs that exist on a day to day basis for the employees. The basic elements of an employee conduct code are:

– Mission, vision, values and how they drive the ethics of the business. Why does your business hold the values it does? What does this allow you to achieve?

– Decision framework. This should be a model for employees to make ethical decisions, particularly in times of hard choices. The decision framework will guide employees in making the right choice on their own and also coach them on when to involve a third party – be it their supervisor or HR.

– Communications systems. How do you communicate? Do you have a whistleblower line? What is the process for notifying someone of issues?

In addition to the basic sections above in order to be in compliance with employment regulation there are 50+ topics that must be included. These things include: harassment, gifts/gratuities, fraud, FMLA, EEO and Affirmative Action, copyrights, expense reimbursements and time recording, diversity, among many more.

Once you have the policy written, have determined that you hit all of the right topics, covered your legal bases and included the mission of the company you then need to implement. The implementation and communication of the plan has legal parameters regarding sharing, posting and distribution. The code needs to also be regularly updated and sent out on an annual basis.

While this may seem overwhelming – it doesn’t have to be. Employer Solutions Plus can help you by pairing you with an expert in the field of HR and employee conduct. Our experts can design a plan that works for your business. Contact us today for a free consultation!