For some companies, having a code of conduct section inside the Employee Handbook may be adequate. But if you want to give employees true decision-making support, a separate Employee Code of Conduct can impart useful, detailed guidance on how to do the right thing. There’s room for scenarios and specifics, such as a social media policy and non-retaliation language. We created one for a client, and then turned it into an example we can share with you.
Highlights vs. Details — We’ll Give You Both
If you’re looking for the highlights before downloading the full document, you’ll find what you want below. Or, you can jump straight to the download.
Not Your Grandfather’s Code of Conduct
Today, this document would communicate much more than expected behaviors and possible disciplinary actions. Plus, there are new behaviors to consider these days — behaviors that employees themselves don’t think twice about, yet could have repercussions at work (ahem…social media).
How Does the Employee Handbook Fit In?
A handbook summarizes company policies and procedures, from fair pay and paid time off to career advancement, money handling, and substance use. A Code of Conduct delves deeper into harassment, gifting, technology, relationships, privacy, company assets, and much more.
If there’s an overlap in content, the handbook could refer to the code for details. And vice versa. Just remember that the code should be a document employees refer to when they’re unsure about how to do the right thing.
Topics to Cover
Depending on the industry you’re in, certain topics may be more important than others. If you don’t need to elaborate in the Code of Conduct, refer employees to a full policy or tell them where to find more information.
- The why, who, and how. Explain why you have a Code of Conduct, who should abide by it, and who oversees it. Throughout, tell employees how to report a possible violation of the code and where to go for questions. Remind them it’s 100% confidential with no risk of retaliation.
- Anti-discrimination and anti-harassment. This should be a firm “we do not tolerate it” message, with a link to the full policies and a clear path to reporting it.
- Representing the company. Remind employees they represent the company on and off the clock. Lay out your social media policy, and remind them to be truthful and fair when speaking publicly about the company and its products/services.
- Privacy and security. Talk about sensitive company information (and not sharing it), tech security like passwords and key cards, and more.
- A safe workplace. Here’s where to mention your policies on substance use, weapons, equipment operation, etc. Include a relevant blurb on discrimination and harassment. Link to the full policies, where applicable.
- Personal relationships. Make the company’s policy clear on personal relationships with partners, vendors, and other business contacts. Talk about conflicts of interest, gift giving/receiving, etc.
- Company assets. From equipment to trade secrets, employees need to understand how to safeguard company assets. Explain intellectual property and insider information.
- Laws in general. Include a section on the laws every company must follow regarding kick-backs, corruption, competition, boycotts, etc.
Scenarios to Include for Guidance
Think about the usual workdays of your employees in all their various roles. What behaviors might they come across that could be questionable, and potentially harmful to others? Write up short scenarios that walk them through the decision-making process, such as:
- Substance use at work
- Kick-backs from a vendor
- Lax security measures, whether it’s tech, equipment use, or other
- Bullying or harassment of a coworker
- Questions from the media
- Conflict of interest with a business partner
- Accepting (or giving) gifts in return for business
Make It Part of Company Culture
Your Employee Code of Conduct should be promoted and posted for all to easily access — online, hanging on a bulletin board, distributed via email, and referred to often by management.
It doesn’t have to be a boring compliance-type document, though. Check out the colorful, easy-to-read Code of Conduct we’ve created, with graphical elements and bite-size chunks of information.
