Hi all,
How do you communicate the code of conduct policy in your organization? One way is to upload the policy on the intranet, where employees can access and review it. Another method is through sending mailers. Can you please share with me the format of the mailers that are sent?
Thanks,
Ruchika
From India, Pune
How do you communicate the code of conduct policy in your organization? One way is to upload the policy on the intranet, where employees can access and review it. Another method is through sending mailers. Can you please share with me the format of the mailers that are sent?
Thanks,
Ruchika
From India, Pune
Hi Ruchika, When you say "policy", that comes through certain layers of authorities and approvals. Hence, that should be circulated in an official form. Posting on Intranet does help in case you are making additional changes to an existing policy or revisiting certain clauses.
Email distribution may not help all people to access. Many people in certain departments come through such changes or implementations through word of mouth unless you plan for an official meeting. The best way to put it into practice is, an official meeting following by an email notice. Communicate to department heads to fix a meeting with their people in batches to address them the policy and its expectations.
What do you say?
From United Arab Emirates, Dubai
24Email distribution may not help all people to access. Many people in certain departments come through such changes or implementations through word of mouth unless you plan for an official meeting. The best way to put it into practice is, an official meeting following by an email notice. Communicate to department heads to fix a meeting with their people in batches to address them the policy and its expectations.
What do you say?
From United Arab Emirates, Dubai
Dear Ruchika,
Gaurav Sareen from Training Studio, Gurgaon (Delhi/NCR).
A Code of Conduct is perhaps the most critical document that any organization can produce. And, since it appears that you've got one - congratulations!
I call it a critical document because it forms the heart of any organization's DNA. And, when read together with the Statement of Values, it dictates the conduct of each person associated with that organization. Both - on and off duty!
So, how do you publicize such a document? Well, I will tell you how we did it at New South Wales Police Force, Sydney (Australia):
- Any and all communication emanating from the organization's leadership should definitely relate the message's content back to the appropriate and relevant element from the Code of Conduct.
- All purchase orders, invoices, statements, notices, internal posters, intranet pages, memos, meeting minutes, etc., should have excerpts from the Code contained within them.
- Stick posters on every notice board, in meeting rooms, in public waiting areas, outside toilets, in the canteen, in corridors, in every office cubicle, and any other place people are capable of lifting their eyes and looking at. This should also include car parks, basement maintenance rooms, staff rest areas...
- Conduct mandatory training (for every individual within the organization - from the top to the janitor and car park attendant) aimed strictly at internalizing and understanding the Code, what it stands for, its significance, its non-negotiability, and steadfastness.
- eLearning components with an assessable component.
- Tie the assessment to people's increments, promotions, leave entitlements, etc.
- Conduct the training (and refresher course/s) at least every 12 months if not 6-9 months.
As you would appreciate, this list is rather endless. But, you get the gist.
A Code of Conduct has to literally get into the 'veins' of every person associated with your organization. This includes your staff, leadership, valued customers, and very importantly - your vendors, stakeholders, and shareholders.
Remember - if people know what you stand for, they will know where they stand with you. And, for that to happen, the Code has to be treated with a 'shotgun exposure campaign'.
I hope this helps you and your organization. And, if you are open to a training partner to deliver the training, or, prepare the "Code of Conduct Change & Communication Strategy", please ring me on +91 8800 666 770. I am a former Police Commander from Sydney and have rolled out a number of similar corporate-critical-change campaigns in a previous life.
Take care and congratulations once again for preparing a Code of Conduct!
From India, Gurgaon
Gaurav Sareen from Training Studio, Gurgaon (Delhi/NCR).
A Code of Conduct is perhaps the most critical document that any organization can produce. And, since it appears that you've got one - congratulations!
I call it a critical document because it forms the heart of any organization's DNA. And, when read together with the Statement of Values, it dictates the conduct of each person associated with that organization. Both - on and off duty!
So, how do you publicize such a document? Well, I will tell you how we did it at New South Wales Police Force, Sydney (Australia):
- Any and all communication emanating from the organization's leadership should definitely relate the message's content back to the appropriate and relevant element from the Code of Conduct.
- All purchase orders, invoices, statements, notices, internal posters, intranet pages, memos, meeting minutes, etc., should have excerpts from the Code contained within them.
- Stick posters on every notice board, in meeting rooms, in public waiting areas, outside toilets, in the canteen, in corridors, in every office cubicle, and any other place people are capable of lifting their eyes and looking at. This should also include car parks, basement maintenance rooms, staff rest areas...
- Conduct mandatory training (for every individual within the organization - from the top to the janitor and car park attendant) aimed strictly at internalizing and understanding the Code, what it stands for, its significance, its non-negotiability, and steadfastness.
- eLearning components with an assessable component.
- Tie the assessment to people's increments, promotions, leave entitlements, etc.
- Conduct the training (and refresher course/s) at least every 12 months if not 6-9 months.
As you would appreciate, this list is rather endless. But, you get the gist.
A Code of Conduct has to literally get into the 'veins' of every person associated with your organization. This includes your staff, leadership, valued customers, and very importantly - your vendors, stakeholders, and shareholders.
Remember - if people know what you stand for, they will know where they stand with you. And, for that to happen, the Code has to be treated with a 'shotgun exposure campaign'.
I hope this helps you and your organization. And, if you are open to a training partner to deliver the training, or, prepare the "Code of Conduct Change & Communication Strategy", please ring me on +91 8800 666 770. I am a former Police Commander from Sydney and have rolled out a number of similar corporate-critical-change campaigns in a previous life.
Take care and congratulations once again for preparing a Code of Conduct!
From India, Gurgaon
Dear Ruchika,
Gaurav Sareen from Training Studio here again. I have also replied to your post above.
However, this reply is in relation to your now deleted post - 'Branding Of Rewards Program' - also on CiteHR.
Ruchika, I strongly believe that branding an organization's reward program and launching its Code of Conduct concurrently is an extremely effective strategy. Both initiatives will receive appropriate 'air time' and will be mutually tied at the hips (so to speak), thereby increasing their uptake by your people with relatively lower resistance to 'change.'
Once again, I draw your attention to the closing of my previous reply and invite you to get in touch with me. Training Studio can partner with your organization for successful and effective implementation of both initiatives.
And once again, I congratulate you on the far-sightedness of your organization. Why? Because I know firsthand the investment of time, effort, and energy that goes into first conceptualizing and then preparing both initiatives. Any organization willing to make such an investment must have a clear Vision, a well-spelled-out Mission Statement, and above all, a burning desire to be 'best in class'!
My email is gaurav@trainingstudio.in and phone number is +91 8800 666 770.
Take care and kind regards,
From India, Gurgaon
Gaurav Sareen from Training Studio here again. I have also replied to your post above.
However, this reply is in relation to your now deleted post - 'Branding Of Rewards Program' - also on CiteHR.
Ruchika, I strongly believe that branding an organization's reward program and launching its Code of Conduct concurrently is an extremely effective strategy. Both initiatives will receive appropriate 'air time' and will be mutually tied at the hips (so to speak), thereby increasing their uptake by your people with relatively lower resistance to 'change.'
Once again, I draw your attention to the closing of my previous reply and invite you to get in touch with me. Training Studio can partner with your organization for successful and effective implementation of both initiatives.
And once again, I congratulate you on the far-sightedness of your organization. Why? Because I know firsthand the investment of time, effort, and energy that goes into first conceptualizing and then preparing both initiatives. Any organization willing to make such an investment must have a clear Vision, a well-spelled-out Mission Statement, and above all, a burning desire to be 'best in class'!
My email is gaurav@trainingstudio.in and phone number is +91 8800 666 770.
Take care and kind regards,
From India, Gurgaon
Hi there,
There are many ways you can communicate the Code of Conduct:
• Distribute mini CDs containing the document.
• Distribute flash drives containing this document. Both methods allow you to give each employee their own disk and sign for it.
• Distribute it to the head of the department, and their responsibility is to create awareness.
• Host an open forum in the organization or a tea party with a presentation introducing the code of conduct/ethics to employees. This allows you to have discussion sessions and then give them gift bags with the document/CD/flash drive containing this document.
• Upload the document to the organization's intranet and then send a public announcement to all employees.
• For new joiners, it can be given to them in a gift bag as a CD/flash drive with a handbook/folder.
You can use all the above methods so that no one will have an excuse for not being aware of its existence.
From Oman, Muscat
There are many ways you can communicate the Code of Conduct:
• Distribute mini CDs containing the document.
• Distribute flash drives containing this document. Both methods allow you to give each employee their own disk and sign for it.
• Distribute it to the head of the department, and their responsibility is to create awareness.
• Host an open forum in the organization or a tea party with a presentation introducing the code of conduct/ethics to employees. This allows you to have discussion sessions and then give them gift bags with the document/CD/flash drive containing this document.
• Upload the document to the organization's intranet and then send a public announcement to all employees.
• For new joiners, it can be given to them in a gift bag as a CD/flash drive with a handbook/folder.
You can use all the above methods so that no one will have an excuse for not being aware of its existence.
From Oman, Muscat
Dear Anayaat,
All of your mentioned points seem odd to me. At each and every point, there's hidden budgetary facts linked and it's not a suggested way, unless your corporate allows you with exceptional budget allocation. Always note, you are a good manager when you can lead an organization by saving time and money, and gaining numbers towards revenue.
It's not about attracting people by gifts or making awareness only in newcomers. Here the deal is you are going to implement certain method where corporate has some expectations out of it.
Rememeber, enforcement always differs with implementation. There's a strategic method of implementation for every such policy/process.
Many organizations have certain opinions towards budgetary factors and IT policies... all of your points except one are resulting to these two attributes.
The ideal method is rolling out the information through intranet/ email/ notice boards and then presentations to department-wise or hierarchy-wise.
From United Arab Emirates, Dubai
All of your mentioned points seem odd to me. At each and every point, there's hidden budgetary facts linked and it's not a suggested way, unless your corporate allows you with exceptional budget allocation. Always note, you are a good manager when you can lead an organization by saving time and money, and gaining numbers towards revenue.
It's not about attracting people by gifts or making awareness only in newcomers. Here the deal is you are going to implement certain method where corporate has some expectations out of it.
Rememeber, enforcement always differs with implementation. There's a strategic method of implementation for every such policy/process.
Many organizations have certain opinions towards budgetary factors and IT policies... all of your points except one are resulting to these two attributes.
The ideal method is rolling out the information through intranet/ email/ notice boards and then presentations to department-wise or hierarchy-wise.
From United Arab Emirates, Dubai
Dear Ruchika,
This is in addition to what learned members have said.
Creating and uploading a policy on the company's intranet or sending mailers to this effect is one thing, and actual implementation is another.
In many organizations, policies remained in the policy folder. Now these remain on the company's internal website. So your real challenge is adherence or implementation.
For strict implementation or adherence, you need to train your staff per force.
For the implementation of the code of conduct, your top management plays an important role. In the code of conduct, you need to include:
a) Communication within the organization from subordinate to senior b) Communication within the organization from senior to subordinate c) Communication between/among peers d) Communication out of the company but to some different SBU that comes under your company's umbrella e) Communication with external parties like suppliers, service providers, customers, etc. f) Standardization of various forms like leave application, gate pass, etc.
Your challenge is uniformity across the organization. Whoever works wherever in whatever capacity, he/she should follow the same pattern.
Let me quote an example from my former employment in the Indian Air Force. The code of communication is defined to the last extent, and officers do not allow even minor variation. Senior officers are quite strict about this. This strictness has helped in adherence by one and all.
In addition to this, you need to introduce a new clause, i.e., gender-neutral communication. Earlier, it was acceptable to have a masculine tilt, but nowadays, we are moving towards neutrality.
Thanks,
Dinesh V Divekar
Hi All,
How do you communicate the code of conduct policy in your organization? One way is that the policy is uploaded on the intranet, and employees can go and check there. The other way is through sending mailers. Can you share with me the format of the mailers sent?
Thanks, Ruchika
From India, Bangalore
This is in addition to what learned members have said.
Creating and uploading a policy on the company's intranet or sending mailers to this effect is one thing, and actual implementation is another.
In many organizations, policies remained in the policy folder. Now these remain on the company's internal website. So your real challenge is adherence or implementation.
For strict implementation or adherence, you need to train your staff per force.
For the implementation of the code of conduct, your top management plays an important role. In the code of conduct, you need to include:
a) Communication within the organization from subordinate to senior b) Communication within the organization from senior to subordinate c) Communication between/among peers d) Communication out of the company but to some different SBU that comes under your company's umbrella e) Communication with external parties like suppliers, service providers, customers, etc. f) Standardization of various forms like leave application, gate pass, etc.
Your challenge is uniformity across the organization. Whoever works wherever in whatever capacity, he/she should follow the same pattern.
Let me quote an example from my former employment in the Indian Air Force. The code of communication is defined to the last extent, and officers do not allow even minor variation. Senior officers are quite strict about this. This strictness has helped in adherence by one and all.
In addition to this, you need to introduce a new clause, i.e., gender-neutral communication. Earlier, it was acceptable to have a masculine tilt, but nowadays, we are moving towards neutrality.
Thanks,
Dinesh V Divekar
Hi All,
How do you communicate the code of conduct policy in your organization? One way is that the policy is uploaded on the intranet, and employees can go and check there. The other way is through sending mailers. Can you share with me the format of the mailers sent?
Thanks, Ruchika
From India, Bangalore
Hi there,
@klarsfa - thank you very much for your note. You made a very valuable point. However, the main query was on how to communicate the information and provide options. The budgetary issues involved are up to the discretion of the manager on how to implement.
We are here to help to the best of our knowledge. Keep the ideas coming.
Regards
From Oman, Muscat
@klarsfa - thank you very much for your note. You made a very valuable point. However, the main query was on how to communicate the information and provide options. The budgetary issues involved are up to the discretion of the manager on how to implement.
We are here to help to the best of our knowledge. Keep the ideas coming.
Regards
From Oman, Muscat
Dear Ruchika,
Your query is limited to COMMUNICATION OF POLICY only, but you haven't raised any query about its IMPLEMENTATION at various levels. Do you feel that the CODE OF CONDUCT will be implemented strictly as per the policy norms if you communicate the policy via various communication channels? Mr. Dinesh had submitted the best procedure for implementation for effective results at various levels. Kindly ensure that the CODE OF CONDUCT POLICY is stored in individuals' (EMPLOYEES) BRAIN with an ALERT SYSTEM indicating POST-CONSEQUENCES (STRINGENT) FOR FAILING TO ADHERE TO THE POLICY/ORGANIZATIONAL STANDARDS.
With profound regards,
From India, Chennai
Your query is limited to COMMUNICATION OF POLICY only, but you haven't raised any query about its IMPLEMENTATION at various levels. Do you feel that the CODE OF CONDUCT will be implemented strictly as per the policy norms if you communicate the policy via various communication channels? Mr. Dinesh had submitted the best procedure for implementation for effective results at various levels. Kindly ensure that the CODE OF CONDUCT POLICY is stored in individuals' (EMPLOYEES) BRAIN with an ALERT SYSTEM indicating POST-CONSEQUENCES (STRINGENT) FOR FAILING TO ADHERE TO THE POLICY/ORGANIZATIONAL STANDARDS.
With profound regards,
From India, Chennai
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