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10 Company Policies Every Small Business Should Consider in 2019

By: Shanna Wall (https: //www.hrdirectapps.com/blog/author/swall/ ) | Employee Management
(https: //www.hrdirectapps.com/blog/category/employee-management/ )

JAN. 08, 2019

Having well-written and up-to-date employee policies is more than a good business practice. It also helps put you on rm legal footing. In 2018, this means
addressing gender equality issues, remote working arrangements, technology use, and drug and gun law matters.

Let’s take a closer look at the company policies every conscientious business should cover.

Building a Foundation: What to Include

First, the basics. At a minimum, your written company policies should cover certain fundamentals (https://www.complyright.com/employee-
recordkeeping/creating-employee-policies-and-manuals/establishing-policies), such as:

• Attendance and paid time off (including accrual or payouts of unused time)

• Company holidays (paid or unpaid)

• Bereavement leave

• Family and medical leave (if applicable)

• Regular and overtime pay

• Working hours and breaks

• Dress codes (if applicable)

• Rules of conduct (such as taking personal calls or using cell phones)

Specify the consequences for policy infractions and how to request time off or apply for bene ts.

In addition to these basic policies, you’ll want to make sure your company policies address some important issues that are trending in 2018.

Trending Policy Issues to Address

Consider adding policies in these 10 key areas:

1) BYOD (Bring Your Own Device) Policy

In today’s workplace, many employees use their own cell phones, tablets and laptops both on and off the job. While allowing employees to bring their own
devices (https://www.complyright.com/7-trending-company-policies-for-employees-for-todays-workplace) can reduce costs, it also creates potential
security and legal compliance concerns. Protect your company with a well-written policy that outlines the boundaries or security features you require, as
well as procedures when employment ends.

For your BYOD policy (https://www.complyright.com/5-workplace-policies-to-improve-employee-productivity), include a statement that “off-the-clock

business activities (such as checking emails on a phone) are prohibited based on ‘hours worked’ rules under the FLSA.

2) Remote Workers Policy

These days it’s common for some employees to work from home or remotely. But it may not be appropriate for all workers. Be sure you have a policy that
outlines who is eligible for remote working arrangements and what the limitations and expectations are. Ensure your policy avoids discrimination and
enables you to end the ability to work remotely if necessary.

3) Social Media Policy

Protect your company’s reputation and legal status by creating a social media policy (https://www.complyright.com/7-trending-company-policies-for-
employees-for-todays-workplace) that empowers your employees to share messages in a positive way while avoiding potential problems. For example,
outline what is permitted (such as sharing new product photos or images from a company event) as well as what is not (such as pre-launch details, internal
strategies or controversial political comments). Establish when social media for personal use is allowed, what information is considered con dential, the
brand guidelines for discussing company products or services, and rules of etiquette.

4) Conf identiality Policy

A company con dentiality policy (https://www.complyright.com/employee-recordkeeping/creating-employee-policies-and-manuals/establishing-policies)
helps protect customer data, trade secrets, procedures and information about new products or services. Con dentiality policies might cover personal or
proprietary data, prototypes, software, drawings, systems, methods, internal and external communications, and test results. In sensitive industries, you may
need to ask employees to sign a con dentiality, non-disclosure or non-compete agreement.

5) Drug and Alcohol Policy

With new laws in many states that legalize marijuana for medicinal or recreational use, your drug use policies (https://www.complyright.com/7-trending-
company-policies-for-employees-for-todays-workplace) may need updating. A drug-free workplace policy should strictly prohibit the sale, possession and
use of illegal drugs or alcohol when an employee is on the job. It should specify the types of forbidden substances and conduct as well as the consequences
for violating the policy. If you have any drug-testing procedures in place, such as random testing, for-cause testing or post-accident testing, be sure you
de ne them clearly.

Although medicinal marijuana is still illegal under federal law, it is legal in 29 states
(http://www.ncsl.org/research/health/state-medical-marijuana-laws.aspx) and Washington, D.C., leaving
employers to balance drug-testing policies against legal requirements.
6) Weapons/Workplace Violence Policy
Even in states where concealed-carry weapons are legal, employers can prohibit employees from carrying weapons into the workplace premises or making
threats against other employees. In fact, under OSHA and various state laws, you are obligated to protect employees from workplace violence. Be speci c in
your policy and de ne what actions are restricted — from verbal threats to shoving — as well as the types of weapons not allowed on work premises, such as
knives, guns or other rearms. Keep in mind that, in many states, rearms are allowed in locked vehicles (https://www.parking.org/2016/01/20/tpp-2014-
03-guns-in-the-lot/) in the parking lot, regardless of workplace restrictions.

7) Anti-Discrimination/Anti-Harassment Policy
Several federal laws (https://www.eeoc.gov/laws/statutes/index.cfm) require employers to protect workers from workplace harassment and discrimination.
Today, this goes beyond the traditional language that prohibits discrimination based on race, color, national origin or gender, and it may include sexual
orientation, gender identity or age as well. Make sure your employees know that discrimination is illegal when you’re hiring, providing job assignments or
offering promotions. Clearly de ne the types of actions that are considered discrimination or harassment (including sexual harassment) and what your
policies for infractions are. Include speci c provisions for how to report behavior that violates your policies and a statement that ensures reporting such
behavior is protected.

8) Workplace Accommodations for Disabilities

The Americans with Disabilities Act (ADA) (https://www.eeoc.gov/facts/ada18.html), requires companies with 15 or more employees to provide certain
accommodations (https://www.eeoc.gov/eeoc/publications/ada17.cfm) for workers with disabilities to allow them to perform their jobs. Make sure your
company policy de nes disabilities and states your intent to comply with all applicable laws under the ADA. Spell out how requests for accommodations
should be made, including what information you require (such as any medical records) and to whom requests should be submitted.

9) Disaster or Severe Weather Policy

Severe weather or natural disasters, ranging from hurricanes, blizzards, tornadoes, earthquakes, oods and res, can happen nearly everywhere. Be sure
you have a policy to let employees know what to expect in case of an emergency. Detail how you will communicate instructions and what the chain of
command would be if your main of ce is closed.

10) Family Leave Policy

New laws in four states (http://www.ncsl.org/research/labor-and-employment/state-family-and-medical-leave-laws.aspx), including New York, California,
New Jersey and Rhode Island, provide for paid family leave (http://www.nationalpartnership.org/research-library/work-family/paid-leave/state-paid-family-
leave-laws.pdf). In other states, family leave for new and adoptive parents, or to care for family members, is protected up to 12 weeks. When creating your
family leave policies, it’s important to avoid gender bias and offer leave equally to all sexes.

Does your parental leave policy avoid gender discrimination? Today’s policies shouldn’t have different time-off allotments for male vs. female
bonding of a new child.

Put Your Policies in Writing

Although federal and state laws don’t require you to create an employee handbook or put all your policies in writing, doing so makes sound legal sense. An
online company policies or employee handbook tool is a smart way to keep your rules and guidelines accessible.

In addition, outlining your company policies in writing helps:

• establish boundaries and prevent misunderstandings

• reduce HR time spent managing questions about what is allowed

• create consistency in how requests and bene ts are handled

• provide legal protections if your practices are ever challenged in court

Organize Company Policies Easily

There’s no need to worry about being on top of trending policies with the Company Policies Smart App (http://www.hrdirectapps.com/company-policies).
Our HR experts consistently monitor and add new policies for your use so you’re always in the best position to address emerging issues. Plus, you have the
ability to create, edit, distribute and keep track of the receipt of all policies for your business.
 KEY TAKEAWAYS

• New laws focused on family leave, marijuana use and rearms may require you to update company policies.

• Trends in new technology, device use, remote working and social media also require a closer look at con dentiality and other policies.

• Company policy statements should be clear, speci c and state consequences for infractions.

• Make sure all employees receive original (and updated) company policies for total compliance and legal protection.

TAGS: SMALL WORKFORCE WOES (HTTPS://WWW.HRDIRECTAPPS.COM/BLOG/TAG/SMALL-WORKFORCE-WOES/)

About the Author

Shanna Wall (https://www.hrdirectapps.com/blog/author/swall/)

Shanna supports legal research and content for the product development of next generation HR/compliance solutions at ComplyRight. Since graduating from St.
Thomas University, School of Law, Shanna has practiced law for 8 years. She is a licensed attorney in Florida and Illinois. Her background also includes B2B sales
and marketing as well as rsthand experience as a small business owner.

FUN FACT: Shanna’s all-time favorite sports team is the St. Louis Cardinals.

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