Setting expectations is important in several areas of life.
For example, when you rent a new apartment with a roommate, you’ll likely set an expectation that the front door remains locked at all times.
In the business world, setting expectations is especially crucial, as doing so provides clarity for all employees and sets the company up for success. And success starts with writing a comprehensive code of conduct.
A code of conduct outlines what employers expect from their employees regarding their specific set of values, standards, rules, and principles. It also includes details for acceptable behaviors and norms employees must follow.
It’s common for businesses to incorporate its core values and its mission into their code of conduct. The code should be used as guidelines to set a solid foundation for other company policies. These details about employee behavior and interactions should be within a company’s employee handbook.
Businesses writing their code of conduct typically turn to harassment prevention software as to deliver standard learning content surrounding rules, principles, and standards that employees should uphold.
A code of conduct is often confused with a code of ethics, but the two are different.
A company’s code of conduct is a set of rules that guides behavior. It’s a collection of principles, and behaviors that the business believes play a part in its success. It also typically incorporates elements of company culture.
A code of ethics is a set of principles that makes it possible for employees to know right from wrong. In a sense, it’s broader than a code of conduct and provides principles that affect the employee mindset and decision-making process.
Both components should be a part of the employee handbook.
Whether your business has ten employees or 1,000, everyone involved, from the CEO to the interns, and even the board of directors, benefit from knowing the details of a code of conduct. When leadership puts their expectations in writing , they create a framework where everyone knows how to provide support.
By writing a code of conduct, a business:
The information included in a code of conduct details work policies, acceptable and unacceptable behavior, actions, and consequences. It’s a guide for employees to access during onboarding and throughout their organizational tenure.
Every company operates differently, so a code of conduct doesn’t adhere to a template. Regardless, the below information explains what each section may include.
This section of the code of conduct details any topics related to the values the organization upholds and how it intends to put them into action.
Information about values may include:
Environmental responsibility example: We at [Company Name] are committed to ensuring that all steps within our manufacturing process reduce pollution, waste, emissions, single-use plastic, and/or natural resource consumption.
In the employee behavior and action section of the code of conduct, leadership should go over what is expected regarding performance and behavior. This can include elements like how to treat fellow employees or specifics regarding how to perform their role professionally. It can also describe topics about employee behavior.
Examples of behavior and action within this section are:
Use of social media example: During standard working hours, [Company Name] only permits employees to use non-professional social media platforms during breaks. Pre-approved templates will be provided when posting company-related content on professional social media outlets like LinkedIn.
For all other company-related content, employees must express they’re posting a thought or opinion on behalf of themselves, not the company. All opinions must be respectful of the company. If an employee has a comment or concern about the company, please seek out a manager or a human resources team member instead of posting a complaint online.
The internal policies portion of the code of conduct covers day-to-date business operations. This section aims to give employees the information needed for questions that come up more than others, like how much paid time off they receive or what to do during a weather emergency.
Some internal practices this section should detail are:
Dress code example: [Company Name]'s dress code is relaxed or business casual. Employees are allowed to wear jeans, T-shirts, sweatshirts, and leggings. Formal business attire, like dress shirts, slacks, and blazers, is also appropriate. Avoid clothing that features swearing, rips, holes, crude statements, and illegal substances.
If a client, customer, or investor is visiting the office, [Company Name] will provide an appropriate advanced warning where a dress code change may be necessary. These instances may call for formal dresses, skirts, slacks, khakis, button-down shirts, blouses, and closed-toe shoes.
On the flip side, a code of conduct should have external policies, too. This section details how employees should behave when dealing with external parties, like customers, clients, or outside stakeholders.
This section clarifies information regarding:
Confidentiality example: Employees at [Company Name] are responsible for ensuring that confidential information related to customers, clients, work colleagues, suppliers, and all operations is properly protected. Such information cannot be shared, including on social media, unless prior approval is given.
Finally, a section that details behavior qualifying as misconduct is necessary. Technically, misconduct can happen in the above sections, but here you have to explicitly name inappropriate behavior.
This portion must include policies surrounding:
Discrimination example: We at [Company Name] follow the laws enforced by the Equal Employment Opportunity Commission (EEOC), which states it is illegal to discriminate against anyone, whether they be an applicant or current employee, because of race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), age, national origin, disability, or genetic information.
Knowing how to manage a breach in a code of conduct is difficult. If an employee doesn’t uphold the professional standards outlined in the code of conduct, taking appropriate action may be necessary.
Ultimately, how this breach is handled depends on what element of the code of conduct has been broken. For instance, disciplinary proceedings for someone using social media during working hours and for someone showing up to work under the influence of drugs will not be the same.
That being said, it’s wise to outline in the code of conduct that disciplinary action, including termination, for breaching a code of conduct may be necessary.
When writing a code of conduct policy, human resources teams should remember these six tips to make sure it’s as comprehensive and clear as possible.
Sometimes it’s best to learn from examples. Below are some codes of conduct written by well-known and trusted brands.
Especially when it comes to the code of conduct your business upholds. From details about business ethics and social media usage to dress code and harassment, providing this information to employees ensures a safe and productive working environment.
Learn more about what your company can do to avoid a hostile work environment.
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