What is a code of conduct?

A code of conduct helps employees work to the standards your business requires. It can form part of your wider strategy for meeting targets and ensuring that day-to-day work is carried out appropriately. It also offers you, as an employer, a reference point for assessing employee performance during development reviews or appraisals.

Following the law

Alongside helping employees meet performance expectations, a code of conduct can support a positive working atmosphere. Under applicable UK law (for example, the Equality Act 2010), discrimination is prohibited in the workplace. For current guidance on protected characteristics, refer to official sources. These may include characteristics such as age, sex, religious belief, race and sexual orientation. When you actively support anti-discrimination policies, employees can feel more welcome and respected at work.

Encouraging employees to report bullying and harassment also contributes to a healthier environment and may help reduce employee turnover. You may also decide that different expectations in your code carry different consequences if they are not followed. Requirements that relate to UK law, for example, may have more serious implications than a policy such as a dress code.

Establishing company values

You can use a code of conduct to communicate your company values and help attract the right employees and clients. Consider sharing your values on your website so they are easy to find. Company values may reflect your ethics, culture and approach to matters such as anti-discrimination.

Boosting employee well-being

A workplace where employees feel safe from harassment and bullying typically has a more positive culture. This can help employees at all levels feel respected and confident that their views are heard.

How is having a code of conduct helpful?

A code of conduct helps you identify areas where employees may benefit from support or development, and whether they are able to follow workplace expectations consistently. Codes of conduct can be especially useful in areas of employee performance such as:

• setting of objectives;
• complaint procedures;
• any investigations;
• personal development reviews.

A code of conduct also creates clear criteria for assessing employee behaviour and performance. Common topics covered in a code of conduct include:

• your company values;
• dress code;
• absenteeism ;
• confidentiality;
• employee behaviour;
• discrimination;
• company technology use and resource use;
• employee break policies;
• harassment and/or bullying;
• illegal activity;
• health and social care rules and/or policies;
• holiday and sick leave policy;
• reporting of misconduct.

You can embed the principles of your code into your company policies so that employees understand how performance will be assessed. Some behaviours covered in a code of conduct are also subject to legal requirements under current workplace laws, including anti-discrimination rules. For current guidance, refer to official sources such as gov.uk.

How to help your staff follow the code of conduct in your workplace adequately

There are several steps that you should take to ensure that your staff are able to access and follow the code of conduct at all times. You should make sure that every department and/or team in your business is aligned with the code of conduct. It should be straightforward and clear for everyone working for you.

Here are some steps to take that might help you to enforce your code of conduct in the workplace:

• Make sure that every worker in your business has a designated supervisor who regularly assesses their performance and progress in line with the code of conduct;
• Make sure that everyone who works for your organisation understands that the code of conduct is an integral part of your practice, and applies to everything that they do while working for you;
• Ensure that your workers sign up to the code of conduct before they work without supervision so that they can familiarise themselves with the code as early as possible;
• Create a means to assess worker appraisals against the code of conduct;
• Ensure that your HR processes reference the code of conduct so managers understand how it relates to your existing internal procedures.

Keep a record of these points in an accessible location. They can be useful if questions arise about how the code should be implemented.

Performance development

With your HR department, you should aim to create an effective performance development strategy for your employees, which you can use to help assess the standards and requirements of your staff. Your supervisors should ideally understand that they have key responsibilities around making sure that employees adhere to the code of conduct.

This includes the following responsibilities:

• Giving all employees working under you a copy of the code of conduct;
• Getting your employees to sign that they have read and understood the code of conduct;
• Once your employees have familiarised themselves with their responsibilities under the code of conduct, making sure that they thoroughly understand the importance of the code and the exact ways in which it applies to their practice and those of their colleagues;
• Checking that your workers are all following the code correctly, constantly working towards complying with the code of conduct and assessing any areas of weakness in employee behaviour.

It is a good idea to refer to these points during employee appraisals or any other performance-related meetings. If employees are failing to comply with points in the code of conduct, consider having a one-to-one discussion with them about rectifying their performance issues. If they consistently fail to meet your code of conduct, you can consider issuing warnings.

A code of conduct offers a clear framework for workplace behaviour and expectations. Although there is no legal requirement to have one, it gives employers a practical way to assess behaviour and ensure that staff meet appropriate professional standards. It is especially useful during performance discussions and appraisals.

Further reading: How to Conduct an Employee Evaluation