Enforcing rules in the workplace is an unpleasant responsibility for managers. If it is done poorly it only makes a bad situation worse. If it is done well it can reduce frustration, improve morale, and reduce the possibility of legal action in the event of someone being fired. Enforcing rules can be a more successful endeavor and can be perceived as a fair process if there aren't any problems with the rules to begin with.
Five Rules about Work Rules
Some companies have succeeded in creating a constructive culture and with the appropriate supporting work rules. These organizations are simply more successful. Research has shown that there are five rules of thumb that employees use to form their opinions of just how fair their work rules and the administration of them are. They are
1. Fact Finding: Is the fact finding involving the application of work rules methodical and suitable to the work environment?
2. Consistency: Are rules applied to everyone in the same way under the same circumstances?
3. Partiality: Is there any bias in the way that the rules are enforced?
4. Control: Do the employees have the ability to make changes in their expected behavior?
5. Ethical: Are the rules all morally and ethically proper?
Are Fair Rules the Only Answer?
Research has shown that the number of workplace rules or the formalization of rules in terms of company policy and procedures has little bearing on the perceived fairness of the organization. Fairness is an important indicator of culture so in a context like this, perception is reality as far as management is concerned. It is the perception of fairness that leads employees to conclude that the organization is a good place to work and that hard work is rewarded and appreciated.
This indicates that the appropriateness of the work rules may be more important than having the rules formalized. For example, if a workplace requires employees to do heavy physical labor in a hot environment, a restrictive dress code policy might not be appropriate. Another example is a business that does not rely on trade secrets or sensitive information. Here it may not be necessary to have a non-compete policy.
Considerations for Creating Work Rules
When considering the creation of a work rule, find out if it's right for the business by asking these questions:
1. Is the company willing to enforce this rule?
2. Is this rule necessary considering the work that the employees do?
3. Is there a sound business reason for this rule?
4. Is this rule too restrictive for the working conditions?
5. What will the consequences be for anyone who breaks this rule?
6. Will this rule disproportionately impact one employee group over another?
7. What documentation will be necessary to enforce this rule?
8. Will the time and effort to administer and enforce this rule outweigh the benefit of having it?
9. Do other comparable businesses have similar rules? What do they think of them?
While every employee's conduct needs be administered by some basic work rules, the specific work rules should be appropriate and reasonable for the work they do and the conditions where they work.
