The Importance of Reviewing and Updating Workplace Policies
The Importance of Reviewing and Updating Policies
Updated workplace policies and procedures are important for any workplace safety program. Many organizations believe that having health and safety policies in place is enough, but without constant updates and reviews, the organization’s overall health and safety can be at risk. Outdated policies can lead to employee confusion, misinterpretation, and non-compliance with rules and regulations.
We recommend that businesses review and update their policies regularly to ensure that they remain aligned with changing laws, regulations, industry standards, and business needs and risks.
Key Triggers for Reviewing and Updating Workplace Policies
Regularly reviewing and updating workplace policies is crucial to ensure they remain effective, relevant, and compliant with ever-changing Acts and Regulations.
Key triggers that signal the need for policy reviews include:
- Changes in legislation
- Shifts in business operations
- Changing workforce demographics
- Evolving industry standards
- Recommendations from your Joint Health and Safety Committee or Health and Safety Representative
- Incidents or near-misses
- Employee complaints
- Technological advancements
For example, as remote work became normalized during the pandemic and post-pandemic era, workplace policies had to evolve to reflect Work from Home policies.
“Many employees travel for work, increasing the use of electronic in/out boards for real-time location tracking. Modern technology, including mobile emergency alerts, supports workplace safety and makes policy updates essential,” notes HSPI President Louise Caicco Tett.
By staying attuned to these triggers, organizations can ensure their policies remain aligned with evolving needs and expectations, ultimately fostering a safer, more compliant, and productive work environment.
Best Practices for Reviewing and Updating Workplace Policies
When it comes to reviewing and updating workplace policies, there are some best practices our experts recommend:
Establish a regular review cycle: The common review cycle for most policies is every three years. For the corporate OHS policy and violence and harassment policies, workplaces must review yearly because it’s the law.
Stay Informed: Review applicable legislation, recent fines, and court/arbitration decisions to ensure compliance and awareness of regulatory changes.
Engage Stakeholders: Involve employees, supervisors, and union representatives in the review process to gather diverse perspectives, promote ownership, and foster a culture of compliance.
Incorporate Best Industry Practices: Research and incorporate industry best practices to ensure policies remain aligned with emerging standards and technologies.
Use Clear and Concise Language: Use plain language, avoiding ambiguity and technical jargon, to ensure policies are easily understood by the people reading and using the policies.
Promote Policy Accessibility: Ensure policies are accessible and communicated to all employees, including those with disabilities, remote workers, and new hires.
Provide Ongoing Training: Provide regular training on updated policies and procedures to ensure employees understand their roles and responsibilities.
Maintain a Policy Change Log: Document and track changes to policies and procedures, including the date, nature of change, and rationale, to ensure version control, auditability, and regulatory compliance.
Bring in a third-party consultant: Bringing in external consultants, or having them on retainer, to update policies can build efficiencies within workplace health and safety systems.
Common Mistakes to Avoid When Reviewing and Updating Workplace Policies
When writing or updating workplace health and safety policies, avoid common mistakes. Failing to involve key stakeholders, such as employees, supervisors, and union representatives, overlooks valuable insights.
Using ambiguous language or failing to communicate changes to employees can lead to confusion and non-compliance. Policies need to be shared and understood by all parties. Engage employees to comment on the practicality of proposed changes.
Another common error is not staying up to date with regulatory changes. All industries should regularly review health and safety policies.
How HSPI Can Support
HSPI has close to three decades of occupational health and safety consulting experience, including writing and updating workplace policies and procedures. We don’t simply write policies and leave; we ensure they align with your needs and company culture. Our support can be tailored to your requirements, providing as much or as little assistance as necessary. If your workplace requires a new or updated policy, reach out to info@hspinc.ca
