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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 to certain clauses.
Email distribution may not help all people to access. Many people in certain departmnets 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 you say?
Gaurav Sareen from Training Studio, Gurgaon (Delhi/NCR)
A Code of Conduct is perhaps the most critical document that any organisation 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 organisation's DNA. And, when read together with the Statement of Values, it dictates the conduct of each person associated with that organisation. Both - on and off duty!
So, how do you publicise 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 organisation's leadership should definitely relate the message's content back to the appropriate and relevant element from the Code of Conduct.
* All purchase order, 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 organisation - from the top to the janitor and car park attendant) aimed strictly at internalising 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 organisation. 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 organisation. 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 & congratulations once again for preparing a Code of Conduct!
Gaurav Sareen from Training Studio again. I have also replied to this 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 of an organisation's reward program and launching its Code of Conduct, if done concurrently, is an extremely effective strategy. Both initiatives will get appropriate 'air time' and will be mutually tied at the hips (so to speak), thereby increasing their uptake by your people with a 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 organisation for successful and effective implementation of both initiatives.
And, once again, I congratulate you on the far-sightedness of your organisation. Why? Because, I know first hand, the investment of time, effort & energy that goes into first conceptualising, and then preparing both initiatives. And, any organisation that is willing for such an investment, has to have a clear Vision, a well spelt out Mission Statement, and above all, a burning desire to be 'best in class'!
My email is and phone no is +91 8800 666 770
Take care & kind regards,
There are many ways you can communicate Code of Conduct
• Distribute mini CD containing the document
• Distribute flash sticks containing this document
Both methods allow u to give each and every employee his own dis/flash disk & sing for it
• Distribute it to head of department and their responsibility is to create awareness
• Open forum in the organization / tea party with presentation introducing code of conduct / ethics to employee allows u to have discussion sessions then give them gift bags with document/ CD/ Flash drive containing this document
• Organization Intranet up load the document in it then send a public announcement to all employees
• For New joiners it can be given to them in a gift bag as CD/ Flash drive with handbook/ folder
You can use all the above methods so no one will have excuse for not being aware of its existence.
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.
This is in addition to what learned members have said.
Creating and uploading a policy on the company's intranet or sending mailers to to this effect is one thing and actual implementation is another.
In may organisations policies remained in the policy folder. Now these remain in company's internal website. So your real challenge is its adherence or implementation.
For the strict implementation or adherence, you need to train your staffs per force.
For the implementation of the code of conduct your top management plays the important role. In the code of conduct you need to include:
a) Communication within the organisation from subordinate to senior
b) Communication within the organisation from senior to subordinate
c) Communication between/among peers
d) Communication out of company but to some different SBU that comes under your company's unbrella
e) Communication with the external parties like suppliers, service providers, customers etc
f) Stadardisation of various forms like leave application, gate pass etc
Your challenge is uniformity across the organisation. Whoever works wherever in whatever capacity he/she should follow the same pattern.
Let me quote example of my former employment 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 the adherence by one and all.
In addition to this you need to introduce new clause i.e. gender neutral communication. Earlier it was acceptable to have masculine tilt but now a days we are moving towards neutrality.
Dinesh V Divekar
How do you communicate the code of conduct policy in your organisation. One is that the policy is uploaded on the intranet and employees can go and check over there. Other is through sending mailers.
Can you share with me the format of the mailers sent
@ 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 giving options, budgetary issues involved in it is up to the desecration of the manager on how to implement.
We are here to help at our best of knowledge.
Keep them ideas coming.
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, 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 about implementation for effective results @ various levels.
Kindly ensure that CODE OF CONDUCT POLICY is stored in individual's(EMPLOYEES) BRAIN with an ALERT SYSTEM indicating POST CONSEQUENCES(STRINGENT) FAILING TO ADHERE TO THE POLICY/ORGANISATIONAL STANDARDS.
With profound regards