Understanding workplace policies
Workplace policies provide the framework for how an organisation operates and how employees are expected to behave. They complement employment contracts and awards by providing detailed operational guidance.
Required policies
- WHS/Safety policy
- Anti-discrimination
- Anti-harassment
- Privacy policy
Recommended policies
- Code of conduct
- Leave and attendance
- Social media use
- Grievance procedure
Essential workplace policies
While requirements vary by industry and jurisdiction, most workplaces should have policies covering:
Core policy areas
Implementing policies effectively
Having policies is not enough—they must be effectively implemented to be useful and enforceable:
- Clear language: Written in plain English that all employees can understand
- Accessible: Easy to find and reference when needed
- Acknowledged: Employees confirm they have read and understood
- Training: Key policies reinforced through training sessions
- Consistent enforcement: Applied fairly to all employees
- Regular review: Updated when laws or circumstances change
Policy acknowledgment
Maintain records of employee policy acknowledgments. If disciplinary action is taken for policy breach, you may need to demonstrate the employee knew about the policy. The Fair Work Commission considers whether employees were aware of policies when assessing dismissal fairness.
Policy compliance and enforcement
For policies to be enforceable
- Policy is reasonable and lawful
- Employee was aware of policy
- Policy consistently applied
- Consequences proportionate
Responding to breaches
- Investigate appropriately
- Give employee opportunity to respond
- Consider circumstances
- Document outcomes
Common policy mistakes
Outdated policies
Not reviewing and updating policies when laws change, leading to policies that conflict with current legislation.
Inconsistent application
Enforcing policies against some employees but not others, which can create discrimination claims and unfair dismissal risk.
No acknowledgment records
Failing to document that employees have received and acknowledged policies, making enforcement difficult.
Key takeaways
Workplace policies set expectations, support compliance, and protect the organisation. They must be clearly communicated, consistently enforced, and regularly reviewed to be effective.
Policies work best when supported by practical systems. RosterElf helps enforce attendance and rostering policies through clear scheduling, time tracking, and leave management.
