Use These 3 HR Templates for a More Ethical Culture

If you want a more ethical internal culture, you need to build your internal policies and processes with ethics in mind. In fact, one study found that organizations with high-impact ethics programs are 1.5x more likely to “formally include [ethics] as a significant factor in key stages of the employee lifecycle, such as performance management, bonus awards, promotion decisions, and hiring.”

Not sure where to begin? Below, we outline three key internal documents every organization needs, complete with free, downloadable HR templates for each.

Answer Employee Questions with an Employee Handbook

A survey by XpertHR found that 73 percent of organizations find it challenging to get employees to read their employee handbook. However, the effort is worth it. A thorough employee handbook makes life easier for both the HR department and workers from their first day with the company to their last.

Think of an employee handbook as an instruction manual on how to be an employee at your company: it should answer every possible question an employee could have about how things work and provide resources to help them succeed. This ensures new hires can start strong and current employees can find answers in one handy document, without reaching out to HR for help with every little query.

What sections should be included in an employee handbook? We suggest the following:

1. Company profile: mission, vision, values
2. Orientation: dress code, parking, IDs, first-day forms
3. Health & safety: safety procedures, emergency procedures, natural disasters
4. Classifications & schedules: classifications, overtime, working hours, remote work, attendance policy
5. Leave: vacation, holidays, sick time, personal/family leave
6. Performance: assessment, reviews, grievances
7. Appropriate use: internet, company equipment, email
8. Discipline & termination: disciplinary process, resignation, exit interviews

Setting employees up for success with a well-crafted employe handbook shows you care about them. When they feel seen and welcomed, they’re more likely to stick around, reducing turnover. In addition, they’ll get a sense of your organization’s ethical standards right away, which promotes ethical behavior from day one.

Guide Employee Behavior with a Code of Conduct

Next, a code of conduct is essential for guiding employee behavior and reducing misconduct. While an employee handbook is more of a guide to the organization’s processes and protocols, a code of conduct is at the employee level, explaining what employees can and cannot do at work. Topics might include bullying and harassment, gifts and entertainment, conflicts of interest, avoiding retaliation, and speaking up with concerns to your ethics hotline.

Employees aren’t mind readers; behavior that was acceptable at their last workplace might be against your internal policies. Your code of conduct should spell out “dos” and “don’ts” for every possible situation to decrease behavioral questions and, in turn, misconduct. Not only will you likely reduce incidents, but you can point to clear documentation if an employee accused of a policy violation questions you.

Finally, your code of conduct should serve as the foundation for your employee training modules. Use the key messages of each policy, combined with interesting anecdotes and engaging formatting (e.g. podcast, short-form videos) to make the lessons really stick.

Commit to Ethical Business Operations with Policies & Procedures

Lastly, you’ll need a collection of internal policies and procedures that aren’t fully covered by the employee handbook and code of conduct. For example, you might mention the highlights of your attendance policy in your employee handbook, then explain it in full (and point employees to) in a separate policy.

Some policies that are in-depth enough to warrant their own document could include harassment and discrimination, use of company property, substance use, and performance management.

Why do you need policies & procedures? First, and most obviously, you need to communicate to employees your expectations of them and the consequences if they don’t meet those expectations. If you’re ever challenged in a wrongful discipline lawsuit or by a regulatory agency, you can show your internal documents to back up your misconduct investigation and its eventual decision.

If they’re public, policies also express your organization’s ethical standards to external stakeholders. Putting your commitment to ethical business operations in writing holds the company to account and helps potential customers, partners, and vendors decide if they want to do business with you based on shared ethics.

How Case IQ Can Help

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