How to Create a Code of Conduct That Actually Works
Today, we’re diving into something that may seem like classic eye-roll territory, the Code of Conduct. I get it, it sounds like one of those things that makes you think, “Oh great, more typical HR stuff.” But stick with me. I promise this won’t put you to sleep, and more importantly, I’ll tell you why you should actually care about it.
What’s a Code of Conduct, Anyway?
A Code of Conduct is more than just a policy. It’s the document that lays out your company’s expectations for behavior. It covers what employees can expect from the company, what the company expects from employees, and how everyone should interact with each other. A well-written Code of Conduct also connects your company’s mission and values with those behavioral expectations.
So, why does this matter? A good Code of Conduct does two things: it protects your employees (priority number one), and it protects your organization. Let’s get into the nitty-gritty of what makes a good Code of Conduct.
1. Use Clear and Concise Language
This isn’t the place for legalese or industry jargon. You want a document that’s as accessible to your employees as it is to your vendors, customers, and anyone else who might read it. Think of it this way, if it sounds like an attorney wrote it, you’re doing it wrong. No offense to our attorney friends, but this should be plain language that makes sense to everyone, no matter their background.
2. Make It Visible and Accessible
Your Code of Conduct shouldn’t be hidden away in a dusty handbook or buried on your intranet. Make it visible and easily accessible. Post it on your website, hang it up in physical locations if you have them, and make sure it’s on your intranet where everyone can find it. A visible Code of Conduct isn’t just about accessibility — it also makes enforcement easier because it’s always in sight.
3. Train Your Employees
Don’t assume everyone will just get it. Provide training on your Code of Conduct to ensure standards are clear and questions can be answered. Scenario-based training (like “what if this happens?”) can be particularly helpful in clarifying expectations. And if you’re wondering how to set this up, HRuprise Unlimited has resources to guide you through it.
4. Specify a Reporting Process
One of the top reasons people don’t report misconduct is fear of retaliation, especially if the misconduct involves someone in a position of power. Your Code of Conduct should have a clear, simple process for reporting concerns, and it should include an anonymous option. There are plenty of software options for this, like Spot (which we use at HRuprise), but even a basic Google Form can do the trick if you’re on a budget.
5. Get Leadership On Board
Support from leadership is crucial. As a leader, especially if you’re a founder or owner, you need to model the behavior you expect from others. Not only do the rules apply to you, but your standard should be even higher. If there’s a disconnect between what’s written and how leaders behave, guess what? That behavior is now the real “code” everyone follows. Leaders need to walk the talk — period.
6. Go Beyond Legal Compliance
Your Code of Conduct should be about more than just avoiding illegal behavior. The legal bar for harassment and discrimination is incredibly high, and a lot of unacceptable behavior won’t meet that threshold. Set higher standards than the legal minimum. Your company culture will thank you for it.
7. Define the Scope
Make sure your Code of Conduct applies broadly, not just to employees but also to vendors, customers, and anyone on company property. And remember, it applies both on and off company time, like at company-sponsored events. Be explicit about this scope so that there’s no confusion.
8. Outline Your Values
The best Codes of Conduct are anchored in your company’s values. Why did you start your business? What do you stand for? Include these principles and make sure they reflect a commitment to diversity, equity, and inclusion. If you need help defining your values, HRuprise Unlimited has got you covered.
9. Be Explicit About Expected and Unacceptable Behaviors
You need to clearly state both what you expect and what you won’t tolerate. For example, behaviors like belittling others, verbal or physical abuse, bullying, discrimination, or inappropriate use of company property should all be called out. The worst behavior you’re willing to tolerate? That’s your real company culture.
10. Handle Violations Transparently
Lastly, be very clear about the consequences of violating the Code of Conduct. Whether it’s a written warning, suspension, or termination, your team needs to know what to expect. Transparency builds trust, and trust is the foundation of a healthy workplace culture.
In Conclusion
Remember, the goal of all this isn’t just to avoid lawsuits. It’s to create a workplace where everyone feels safe, respected, and able to do their best work.
Got questions? Reach out to learn more about how HRuprise Unlimited can help you get clear on your Code of Conduct. Let’s make our workplaces better, together!
