Implementation Plan for a Code of Ethics - Assignment Example

Implementation Plan for a of Ethics al Affiliation) Implementation Plan for a of Ethics Every hasa Code of Conduct that helps in guiding the actions of the employees. Once a company formulates its Code of Conduct, the management has to work out ways to implement the Code, so that all the employees can conform to the guidelines. In order to successfully implement a code of conduct, communication of the policies of the company to all staff is paramount (Sethi, 2011). The organization should also be able to facilitate the relevant induction and training to its employees to make sure that the Code is well understood at all levels of employment. The management has the duty to promote the code and lead the rest of the staff in the implementation and practice of the provisions of the code. For an organization to begin the process of implementing a code of conduct, several questions have to be satisfied. One such question is the method used in the implementation. Once this has been settled upon, there is need to find out how the code will be publicised to all stakeholders within and outside the organization. The time at which this code will also be communicated and publicized is also an important issue. Another important question is what is needed to be done to ensure that the values as stipulated in the organization’s code of conduct are reflected in the practices and policies of a business nature that are relevant to the organization (Mamic, 2004). Connection of the Company’s Code of Conduct to its policy statements, mission and vision An organization gets its motivation from the mission and vision statement. They clearly and briefly state the purpose for the organization being in business. Therefore, in the formulation of a code of ethics, the overriding factor considered is the relationship that the provisions of the code will have with the vision statement and the vision statement. The management has to ensure that the code of conduct is relevant and in cohesion to the vision and mission statements of the organization. This will have the effect of strengthening the resolve of all the employees to work towards the goals of the organization. In the course of its operations, an organization comes up with policy statements to provide further guidelines to the employees of the company and other stakeholders, both within the organization and outside (Barth, 2003). These policy papers are essential in determining the way the company will relate with other organizations in the course of its operations, as well as providing specific guidelines that will serve to determine interactions between the employees of the organization. Policy statements are more of a boost to the rules and regulations that an organization has in place to guide operations at the organization. With this in consideration, it is important to note that the vision and mission statements of the organization, its policy statements and the code of conduct have to have a positive correlation. They should be able to provide the support that the organization requires to achieve its objectives. In addition to that, the organization has to consider the external policies, such as the law and other guiding principles governing the relevant industry. A good combination of the three should ensure that the organization has in place adequate guidelines to govern the operations of the company to ensure the success of the company (Mamic, 2004). Strategy for the Launch and Communication of the Code’s implementation to all Stakeholders It is important for any organization to come up with the correct ways of introducing a code of conduct to its employees. The adoption of the wrong strategy may lead to the organization facing apathy of different sorts from its employees and other stakeholders (Sethi, 2011). For this code of ethics, the following strategy for launching the code and communicating its implementation is the most feasible. First is the induction package. The organization needs to give a chance to its employees and the employers to review the code and understand better the requirements of the code and its expectations. The induction package, coupled with the code of conduct, may include information on safety and health at the workplace, a training manual, the organization’s mission statement along with other information that the employees need to have. The company can have a business representative to undertake a one on one training of the employees on the expectations and requirements of the company code of conduct. This business representative could be the owner of the business, the manager or a member of the human resource department. The representative should have adequate knowledge on the code and the ability to explain the provisions step by step to the employees (Barth, 2003). The organization can also have in place online training sessions to allow its employees to go through the various topics at any time. Other support facilities such as the company intranet, the issuance of a company hand book for employees and use of notice boards can be a feasible way to introduce and communicate the implementation of a company’s code of conduct to the stakeholders. These will give the employees and other stakeholders the chance to access information on the code at their convenience. Strategy for Enforcing the Code of Conduct The employment of the right strategy in the implementation of a company’s code of conduct is important in determining the way the company will conduct its business. It is important for the management to show a willingness to follow the provisions of the code to the letter and exhibit their expectations that the rest of the employees will follow suit. As a measure to give the code more weight and to instil a heavier impact on the employees, it would be potent to circulate the code of conduct with a letter from the Chief Executive Officer or the Managing Director of the organization. A letter from the highest ranked employee would give the code the legitimacy it requires aside from showing that the tone that the code should take has been set from the top (Mamic, 2004). Further, it would be important to incorporate other leaders in reinforcing the message that the code bears. The organization can use the services of senior managers and heads of departments and all lines of business for this cause. They should be trained adequately on the implementation of the code of conduct so that they can be the first people within the organization to answer questions with regard to the code of conduct. The management would be directly involved in the training and dissemination of information regarding the code of conduct, thereby making it possible for the employees to have a better understanding of the provisions of the code (Barth, 2003). The organization can also issue the employees with a page requiring the employees to sign that they have read and understood the code of conduct and are willing to follow the terms as spelt out in the code. The company can adopt either manual or digital means of tracking readership of the code, as well as keeping records on training and monitoring cases of breaches in the code by employees. Process for evaluating Code Effectiveness and Updates Once the code has been put in place and implemented, it would be prudent to check the effects of the code on the activities of the company. The company will need to undertake constant monitoring of compliance by the employees. To make the code effective, the management will have to put in place comprehensible, direct and easy mechanisms that will assist other stakeholders and the employees to report the problems and concerns that they may have. In addition to that, an effective code of conduct will stipulate ways in which employees and the other stakeholders can look for guidance on the manner in which they should conduct themselves when facing different situations. There also ought to be procedures in the code for the enforcement of the code, especially in matters regarding investigations into possible breaches of the code by the employees. The code should also have in it the procedures for taking further action in any event that such a need arises. The company can have seminars, webinars and other forums to train employee and track the effectiveness of the code of conduct. In addition, the company can have a hotline through which employees can raise their issues in a confidential manner (Sethi, 2011). Compliance can also be checked through the audit and security systems at the company. In the likely event that the company will need to review the code due to changes in either the structure or in the operations of the business. These updates have to be relevant and work in the best interests of the organization. The changes in the code of conduct should be communicated to all stakeholders in a timely manner either through circulars or official letters to avoid instances of misinformation or lack of information on the changes. Discussion The adoption of the strategies provided herein would be effective in the launching and implementation of the company’s code of conduct. This is because the input and concerns of other stakeholders and the employees will have been considered. Furthermore, these strategies provide a way for the management to check for compliance with the code without being unethical (Barth, 2003). The strategies provided herein, if adopted correctly, will ensure the employees of the company develop a healthy organizational behaviour, in tandem with the goals of the organization. It is imperative to note that the strategies provided herein have a higher chance at being successful if the management advocates and practices full implementation of the code across all levels of employment without discrimination. Further, the management needs to practice fairness in the investigation of breaches and in meting out the penalties of such breach. Addressing the concerns of the employees in a timely manner would serve to make the code more effective (Mamic, 2004). The strategies provided above will help the company to avoid unnecessary cases of misinformation because the methodologies are inclusive, and can be implemented in all departments. These strategies are also important in creating cohesion within the company, as the main tool used is communication. References (2003). Academy Of Management Code Of Ethical Conduct.. Academy of Management Journal, 46(6), 794-797. Barth, S. R. (2003). Corporate ethics: the business code of conduct for ethical employees. Boston: Aspatore. Code of Conduct Implementation. (n.d.). Staff Code of Conduct. Retrieved May 18, 2014, from http://www.business.qld.gov.au/business/employing/taking-on-staff/staff-code-conduct/implementing-code-conduct How to Develop a Code of Conduct for Your Company. (n.d.). About.com Human Resources. Retrieved May 18, 2014, from http://humanresources.about.com/od/glossaryc/qt/code-of-conduct.htm Institute of Ethics. (n.d.). Code of Ethics Design & Implementation. Retrieved May 18, 2014, from http://www.dcu.ie/ethics/code-of-ethics.shtml Legal Resources. (n.d.). Drafting and Implementing a Global Code of Conduct. Retrieved May 18, 2014, from http://www.acc.com/legalresources/quickcounsel/daiagcoc.cfm Mamic, I. (2004). Implementing codes of conduct: how businesses manage social performance in global supply chains. Sheffield [England: Greenleaf Pub. ;. Sethi, S. P. (2011). Globalization and self-regulation the crucial role that corporate codes of conduct play in global business. New York, NY: Palgrave Macmillan. Read More