How to implement a new workplace policy
A complete guide to developing, communicating, and rolling out new workplace policies that employees will actually follow. Includes links to free policy templates for Australian businesses.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about implementing workplace policies in Australia. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why workplace policies matter
Well-implemented workplace policies create clear expectations, reduce disputes, and protect your business legally. They help ensure consistent treatment of employees and provide a framework for decision-making.
However, a policy is only effective if employees know about it, understand it, and follow it. Poor implementation undermines even well-written policies.
7 steps to implementing a workplace policy
Follow these steps to develop and roll out policies that employees will actually follow.
Identify the need and scope
Determine why a new policy is needed, what it should cover, and who it will apply to.
Tips:
- Review incident reports, compliance gaps, or operational issues prompting the policy
- Research legal requirements (Fair Work, WHS, privacy laws)
- Define the policy scope: all staff, specific roles, or locations
- Check existing policies to avoid overlap or contradiction
Draft the policy document
Write clear, plain-language content that employees can easily understand and follow.
Tips:
- Use a consistent policy template with: purpose, scope, definitions, procedures
- Write in plain English - avoid jargon and legalistic language
- Include specific examples where helpful
- Reference relevant legislation without copying legal text verbatim
Consult stakeholders
Get input from managers, affected employees, and legal/HR advisors before finalising.
Tips:
- Share drafts with department managers for practical feedback
- Consider employee consultation for policies affecting working conditions
- Have legal counsel review policies involving compliance obligations
- Document feedback and your responses to it
Obtain management approval
Get formal sign-off from appropriate decision-makers before communicating the policy.
Tips:
- Present the policy to leadership with a brief explaining the need
- Address any concerns or suggested amendments
- Record the approval date and approving authority
- Set a commencement date that allows time for communication
Communicate to employees
Roll out the policy using multiple channels to ensure all affected staff are aware.
Tips:
- Send an email announcement explaining the policy and why it matters
- Conduct team meetings or training sessions for complex policies
- Make the policy easily accessible (intranet, handbook, noticeboard)
- Allow time for questions and clarification
Obtain acknowledgements
Have employees confirm they have read and understood the policy.
Tips:
- Use a policy acknowledgement form (digital or paper)
- Record the date of acknowledgement for each employee
- Include new policies in onboarding for future employees
- Follow up with employees who haven't acknowledged within a reasonable time
Monitor and review
Track compliance, gather feedback, and update the policy as needed.
Tips:
- Set a review schedule (annually or when legislation changes)
- Monitor for compliance issues or frequent questions
- Update policies when laws, business practices, or technology change
- Communicate updates using the same process as the original rollout
Distribute policies easily
RosterElf HR Hub lets you publish policies and track staff acknowledgments digitally. Built for Australian small businesses.
Common workplace policies
These are the most common policy categories. Click to access free templates for each.
Leave and attendance
- Annual leave policy
- Sick leave policy
- Time and attendance policy
Behaviour and conduct
- Code of conduct
- Social media policy
- Harassment and bullying policy
Safety and compliance
- WHS policy
- Incident reporting policy
- Emergency procedures
Rostering policies
- Shift swap policy
- Availability policy
- Overtime policy
Technology and data
- IT acceptable use policy
- Data protection policy
- BYOD policy
How to communicate new policies
Use multiple channels to ensure all employees receive and understand new policies.
| Method | Best for | Tips |
|---|---|---|
| Email announcement | All policies | Creates a written record. Include the policy as an attachment. |
| Team meetings | Complex policies | Allows for questions and discussion. Good for significant changes. |
| Training sessions | Safety/compliance | Required for WHS policies. Document attendance. |
| Intranet/portal | Reference access | Central location for all policies. Ensure it's up to date. |
| Physical noticeboard | Shift workers | Reaches employees without regular email access. |
| Handbook update | Core policies | Include in employee handbook and new starter packs. |
Policy implementation mistakes
These common errors undermine policy effectiveness and can create legal risk.
No employee consultation
Consequence: Policies may be impractical or face resistance. May breach consultation obligations.
Solution: Consult affected employees and managers before finalising policies.
Using legal jargon
Consequence: Employees won't understand obligations, leading to non-compliance.
Solution: Write in plain English. Test readability with non-HR staff.
No acknowledgement process
Consequence: No evidence employees were informed. Disciplinary action may be challenged.
Solution: Use signed acknowledgement forms and keep records.
Announce and forget
Consequence: Policy becomes outdated or inconsistently applied.
Solution: Schedule regular reviews and monitor compliance.
Inconsistent enforcement
Consequence: Discrimination claims if policy applied differently to different employees.
Solution: Train managers on consistent application. Document all enforcement.
Frequently asked questions
- While not legally required for all policies, consultation is best practice and may be required for policies affecting working conditions. Under the Fair Work Act, employers must consult about major workplace changes. WHS laws require consultation on safety matters. Consultation improves buy-in and may identify practical issues.
- A good workplace policy includes: purpose (why it exists), scope (who it applies to), definitions (key terms), procedures (what to do), responsibilities (who does what), consequences (for non-compliance), review date, and approval details. Use clear, plain language throughout.
- Most policies should be reviewed at least annually or whenever there are changes to relevant legislation, technology, or business practices. Safety policies may need more frequent review. Keep a policy register with review dates to ensure nothing is overlooked.
- Yes, templates provide a good starting point and ensure you cover key elements. However, always customise templates to reflect your specific business operations, industry, and workforce. RosterElf provides free HR templates designed for Australian businesses.
Related guides
More resources for workplace policies.
Regulatory sources
This guide is aligned with official Australian workplace regulations.
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