20 February 2025
As the new year unfolds, businesses face a fresh set of challenges, opportunities and priorities. Right now is the perfect time to evaluate whether your workplace policies align with your organisational goals in the ever changing landscape of employment.
A comprehensive workplace policy review not only ensures legislative compliance, also fosters a positive work environment and sets the tone for the year ahead.
The Significance of Workplace Policies
Workplace policies play a critical role in a business, forming the backbone of a structured, legislatively compliant and fair workplace. They provide clarity and consistency by ensuring a standardised framework that guides both the employees and management. Effective workplace policies:
- Set clear expectations for behaviour and performance.
- Outline procedures for addressing common workplace issues, such as grievances or disciplinary action.
- Ensure fairness and consistency in decision making, thereby reducing the risk of favouritism or bias.
By providing clear guidelines, workplace policies eliminate ambiguity and foster a transparent work environment. Implementing policies that regulate grievance and disciplinary procedures ensure that both employees and employers understand the process and know what can be expected, promoting consistency.
A clear code of conduct and policies that relate to the rights of employees creates an atmosphere of stability and fairness. The case of Mahonono v National Heritage Council and Others (J742/2022) [2022] ZALCJHB 188; (2022) 43 ILJ 2335 (LC) (18 July 2022), illustrates the importance of employer’s complying with the policies they have set and the potential consequences of their non-compliance. Employees can rest easy knowing that their employers are held accountable to the same standards they are.
The Impact of Workplace Policies on Employees
Workplace policies can assist employees in feeling secure and valued in their workplace when they know that their organisation operates under consistent, fair and well-communicated policies. This can result in:
- Improved morale as all employees know they are treated equally.
- Build trust between employees and management.
- Allow employees to feel supported by policies that address health, safety and their well-being.
For example, having a workplace safety policy which is in line with the Occupational Health and Safety Act (which is effectively communicated employees) can reduce the possibilities of dangerous situations occurring and further provide effective procedures to ensure employees, and any other persons, remain protected and safe if these situations arise.
The Benefit of Efficient Workplace Policies
Workplace policies further support organisational goals by aligning employee behaviour with the business’s broader objectives. For example:
- Workplace policies can include performance management policies which drive performance and accountability.
- Training and development policies ensure that employees have the skills to meet the organisations needs and goals.
Effective onboarding and training allows employees to transition into their roles faster and produce higher quality results.
Performance management policies help employees align their work with organisational goals while enabling the business to reward high-performing individuals. Additionally, these policies provide a structured framework to address underperformance, allowing the organisation to manage non-performing employees effectively and minimise the risk of any wrongful termination claims that may arise.
If we look at Adapt (Pty) Ltd v Maseko and Others (JR701/2019) [2023], the employer failed to conduct regular performance reviews which led to the employee being denied a salary increase as well as a year-end bonus. The Labour Court ruled that the employer’s actions, or lack thereof, constituted an unfair labour practice. This case highlights the importance of performance management within a workplace.
The Good Practice of Workplace Policies
It is important to note that workplaces can be unpredictable and a source of conflict. It is vital that organisations have policies in place to assist them in mitigating risks and conflicts.
A disagreement, performance issue or a legal dispute may arise at any moment and workplace policies should be in place to act as a safety net by:
- Offering clear procedures for resolving conflict or handling complaints.
- Protecting the organisation from liability in cases of wrongful termination, harassment or discrimination claims.
- Reducing any risks relating to workplace safety and compliance violations.
The Labour Relations Act is a vital piece of legislation developed to promote good working relationships between employers and their employees and sets standards that all employers must adhere to.
The Codes of Good Practice were further developed to ensure fair treatment of employees by their employers and set guidelines on how matters, such as dismissal and harassment for example, should be dealt with to ensure consistent and fair results.
Employers will always benefit from ensuring fair processes are followed consistently and the best way to ensure this is to have well drafted and efficient workplace policies that adhere to the guidelines provided by legislation, the Codes of Good Practice and case law and work to promote their organisational goals.
Conclusion:
Conducting a workplace Policy review is an investment into your organisation’s future success. By ensuring that your policies are up to date, relevant and employee focused, you can create a solid foundation for a productive, and mostly importantly, compliant year ahead. Starting your year with confidence begins with preparation. Don’t delay, contact Invictus Group to review, refresh and re-align your workplace policies today.
