Slide 1 - Ontario Agri Business Association

							 HR Director 8/2010



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Effective Communication of Policy
                               HR Director 12/2009
Overview
 • The legal ramifications resulting from poorly written
   employment policies can be both costly and time-
   consuming. However, even a well-written policy will be
   ineffective if the policy is not implemented and enforced
   accordingly.
 • Regardless of how the policy is developed, the
   distribution, implementation and enforcement will
   determine the effectiveness and achievement of desired
   results.
 • Both management and government expect quick and
   universal adherence to any new standards. It is your
   responsibility to ensure that this takes place by effectively
   communicating the intent, required procedures and
   consequences of policy to your workforce.
Benefits of a Policy Manual

• Ensures consistency across the organization
• Establishes guidelines and expectations for
  new hires
• Creates efficiency by providing rules to
  follow under specific circumstances
• Reduces conflicts and misunderstandings
• Provides overall direction for the
  organization
Distribute the Policy

 • Distribution of the policy may be done in small groups,
   individually or in a large company meeting.

 • The method of distribution will generally depend on the
   nature of the policy, how controversial the topic is, and
   whether or not it is easily understood.

 • During the distribution, provide the opportunity for
   employees to ask questions.
Lead by Example
• Make sure that you and all managers quickly adapt your
  own day to day patterns to follow the letter of the new
  standards set out in the policy.

• Actively encourage others to do as you do, demonstrating
  the benefits of the new rules.
Don’t Fear Change
• Be prepared for resistance to any change caused by the
  new policy.

• Exercise patience and explain what is needed and why it is
  necessary.

• Managers must also be prepared to implement disciplinary
  action with employees who refuse to comply with changes
  or who are causing problems.
Obtain and Acknowledgement and Agreement
 • Every policy should have a sign off sheet stating that the
   employee has received, understands and agrees to abide
   by the policy.

 • Whenever possible, this should be on a separate sheet
   from the policy, allowing the employee to retain the policy,
   while the sign off sheet is kept by Human Resources (in
   the employee’s personnel file).
Provide Rewards
 • Praise employees for their efforts to quickly accept and
   comply with the new policy.

 • Thank employees for their hard work and continue to
   remind them that policy changes are necessary for your
   organization to thrive and for their own success and well
   being.
Recap
 • Developing and implementing new policy is often an
   intimidating task. Being prepared to communicate the
   expectations of your new standards paves the way for a
   smoother transition.

 • With less resistance and a clear understanding of
   expectations from your workforce, you will enjoy a
   decreased likelihood of compliance issues and the
   requisite disciplinary actions.