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Workplace Compliance is probably something that only one or two departments in an organization concern themselves with, at all times, but of course, in reality, directly or indirectly, it’s upon every employee in the organization to ensure compliance. Ensuring compliance is not just so the organization avoids penalties or fines, but also to maintain culture of integrity and ethical behaviour among employees.
And while it isn’t exactly everyone’s favourite topic, it’s a must have, and as a business you can think of it as a “nice to have” think in an organization.
Ensure Compliance Meaning
The meaning of ensuring compliance is the implementation of the necessary procedures and mechanisms required to comply with the applicable safety rules, standards, and regulations to foster an environment where employees feel safe, valued and respected.
Workplace compliance includes a range of key areas such as unlawful discrimination, sexual harassment, wage and hour compliance that an organization adheres to in accordance with their internal corporate policies as well as laws and regulation set by government bodies, that is relevant to your business.
8 Tips to Maintain Compliance at the Workplace
If you are struggling with maintenance of compliance at the workplace, here are some tips that can make it easier.
1. Documentation of policies and procedures
Documenting policies and procedures is essential to run an organization, big or small effectively. But the idea of crafting and documenting policies from scratch is quite overwhelming for employers, as they tend to think of it as something that’s complicated. But it needn’t be.
A first draft is not meant to be perfect, so all you need to focus on for the first draft is putting in the policies you need roughly and then tweak it continually as you deem fit.
Also, when you are crafting your policies and procedures consider taking input from all levels of your company to make it more effective and inclusive. And over time, when things change in your organization it would be wise to update the policies as well for better operational outcomes.
2. Implement your policies and procedures
Once you finish documenting your policies and procedures, you must implement it the right ways and make sure that each and every employee adheres to them. Your policies and procedures must apply equally to everyone regardless of the hierarchy, or revenue they bring into the organization. To set the expectation for consistency, review your policies regularly with your entire staff throughout the year. Make this part of your culture by incorporating it into recurring meetings and other standing events.
3. Eliminate compliance barriers, if any
As an employer, you would obviously take compliance seriously and maybe one or two teams like the HR (Human Resource) department may pay attention to it, but to get everyone take compliance seriously isn’t that easy. To achieve this, you must make sure the policies are accessible to everyone and also allow them the time to read it carefully.
It also helps to keep tweaking the procedures and policies to stay abreast of the current environment and bring employees attention to constantly towards the policies and procedures.
If you want to achieve utmost efficiency, make a checklist. A checklist helps team members stay clear on what’s required.
4. Train employees on matters of compliance
As an employer, it isn’t enough if only you know the policies and procedures, your employees must not only know but understand them and adhere to all of the policies. To achieve this, you can have training events, that can help employees not only understand but eliminate any mistakes they are bound to make while adhering to the policies.
5. Stay updated on changing laws and regulations
Labour laws and regulations tend to change over time. As an employer you must make sure to keep a lookout on these changing rules and update the new rules in the employee handbook of policies and procedures as well as notify the employees of the changes. As for internal policies and procedures, you can review it and make changes to make sure only the best practices are enforced, guaranteeing compliance.
6. Ensure employees follow compliance procedures
Making sure that each and every employee in your organization is following the rules and regulations is extremely tasking, and it gets especially tedious when the laws changes. Ignoring it can lead to noncompliance. So, how do you get your employees to come on-board and work with you to ensure compliance?
- Get the HR involved, as they can help implement the changes and make it work smoothly for everyone
- Communicate the policies and procedures in multiple ways
- Explain to the employees why they are important to follow and adhere to
- Consider offering rewards to employees who actively embrace and follow you.
- Provide the required training on compliance
7. Schedule audits when required
Without testing your company’s systems and processes, you can’t be sure if they are effective. But by conducting audits you can make sure if what you have drafted is working for your employees and organization. Additionally, regular compliance audits ensure that your organization’s procedures are up-to-date and compliant.
Audits reveal any gaps or bottlenecks in your compliance plan. We recommend conducting both announced and unannounced audits at least quarterly for new processes and twice a year for existing ones.
8. Use software tools to help simplify compliance
The advancement in technology has certainly made it easier for organizations to automate certain time-taking tasks like data entry, copying pasting etc which when done manually are prone to errors as opposed to using a software that is designed to handle all the billing and compliance paperwork. But before making the decision as to which software is perfect for your business, consider these points.
- Make sure the software you choose is accurate and up to date for your locality. For example, your payroll software should be updated about the paid medical leave information relevant to your region and automatically deduct the right amount of taxes per employee.
- Your software must also be in line with your current policies and procedures.
Of course, maintaining compliance is quite challenging for all organizations alike, especially when they already have a lot of other operations to see through that directly contributes to the success of the organization.
A Compliance Partner can Help
If you are a business looking for a partner to help you and address compliance challenges effectively, then a compliance provider such as Alp Consulting can help. With a reputable and reliable compliance provider organization can very easily maintain workplace compliance.
By leveraging their expertise, companies can ensure that their systems and processes meet regulatory standards, reduce the risk of non-compliance, and identify areas for improvement.
Regular audits and continuous monitoring provided by a compliance partner offer peace of mind, allowing organizations to focus on their core operations while staying compliant with all necessary regulations.
