Analyzing the Organizational Importance of a Code of Ethics - Report Example

Analyzing the Organizational Importance of a Code of Ethics Introduction: The most important Code of Ethics is the Universal Declaration of Human Rights by the United Nations. Some of the Articles of this code are Article 1, Article 24 and Article 26 which respectively state 1. All humans are born free and equal 24. Right to rest and leisure 26. Right to education (“What is a Code of Ethics?” - Web Page) Aristotle said, “there are two parts of a good government, one is the actual obedience of the citizens to the laws, the other part is the goodness of the laws which they obey...” (Aristotle, Politics) Extending the idea from the government to an individual organization, one can logically emphasize the need for formulating a workable and effective code of ethics. There is no code of ethics set down on paper, in existence, for a Content Development company called ABC. This paper prepares a code of ethics for Company ABC. Company profile: ABC is a small sized profitable company that provides writing services to clients from all over the world. It comprises of a team of 200 writers (some of them freelancing) with domain experts in specific fields. The company has an international clientele and turns out 10 million words of content writing every month, in articles, scholarly papers, documentation and books. The manager heads a team of experts consisting of Content Quality Editor, Content Advisor and the Content Strategist supports him. The work of writers is reviewed by an expert team and then sent back to clients. The essential elements of the code: A code of ethics sets a code for behavior and raises the standards of practice in an organization. The code (1) provides professional identity to the company and its employees; (2) defines roles and responsibilities of professional behavior. It therefore traces a framework for creating benchmarks for self-evaluation, among the members of the organization. (Source: Website of Life Skills Coaches Association of BC). The code for ABC is specifically tailor-made so that (1) it inspires the organization to reach higher goals (2) prepares a set of rules for the members of ABC to follow (3) defines a framework of values and principles within the which the organization functions The basis for code: The basis for any code of ethics is that it should “reflect the common morality of the organization and the circumstances of practice within its working environment” (Weil, Vivian 1999). The basis of code for Company ABC was that it would, on formulation Inspire the Company to excel in the profession and always reach for higher standards of practice, by defining the aspirations of the company Reflect principles that stand for the values of the company Help regulate behavior of employees of the company, by setting rules for conduct Prioritize ethics of conduct as per values set for the company Who formulates the code? A team comprising of the company’s managing personnel, consultants and a few representatives of the clientele form the group that will form a code of ethics for ABC. This is the core-working group with valuable inputs from the employees, in the form of answers to a well-structured questionnaire, regarding the same. The aim of this group is to create a code of ethics that is a means of expressing the company’s “collective commitment to a special set of standards of conduct while offering guidance in how to best follow these codes” (Olsen, Andrew 1998), in a unique manner. The process of preparing the Code: The following steps, keeping in mind the various positions in the Company and the work done by the company, lead to the formulation of the code. The company’s value system is integrated into the code to make it a living and working document. This includes (1) stating of the company’s vision, (2) stating of a set of norms that subscribe to this value and (3) ensuring its development is made known to all employees, by means of trainings, discussions, and interaction with the top management Periodic workshops are held to help retain values of the company and the conduct expected of employees in perspective. Workshops may also, with the help of external professionals, analyse situations/professional dilemmas that help redefine and strengthen the Code Equip other employees to assist those with the onus of implementing the code Set professional standards for employees (here it is mainly writers) with respect to various capacities and responsibilities. This includes 1. Need for professional development: Writers should constantly strive to improve their professional knowledge and skill in order to remain an asset to the company and for self-improvement. Further research and study becomes necessary to keep in touch with the latest trends in the profession 2. Competence: Accept task as per the competence of the employee. Maintain an easy communication channel with the client. Be well prepared for assignments, to complete them within deadlines. Explain to the client, their professional qualification and capability to perform the particular writing task If on the other hand, the writer finds it not possible to complete the task, the client is informed and the task is reassigned, while the first writer withdraws promptly, with respect to the deadline 3. Accuracy: The writer should know exactly what is expected of the assignment by means of detailed dialogue with client, with repeated sessions, if necessary, included. There should not be omissions or inclusions to the work, without the client’s endorsement. Acknowledge, without delay, if mistakes are made in the assignment. Ensure that the assignment reflects exactly what is expected of it, without digressing away from the subject. In case of clash of views with colleagues or client, explain your perspective frankly and with due respect to the others involved in the debate 4. Confidentiality: Confidentiality is always expected, unless law asks for a disclosure. Reassignment of tasks should be done with the client’s knowledge. The required content becomes the client’s property. In the face of soliciting a second opinion among colleagues, the client and all writers involved in the assignment, should reach a consensus regarding the same. The other employees, namely the manager, advisors, strategists and editors will have a similar code of ethics drawn out for them. The guidelines for their code of behavior will include (1) honesty in handling the Company, its personnel and the clientele, (2) compliance with governmental laws, (4) accuracy and confidentiality of information, (5) deal without prejudice or partiality with competitors, freelancers, regular employees and clients, (6) promotion of ethical behavior by employees, (7) protection of the Company’s assets, (8) transparency and integrity in all lines of business within the company and (9) honesty in interaction with the Company’s external Auditor. These measures are reflected in the Company’s recruitment and training policies, to ensure employees, right from the start and during their tenure, adhere to the code. Presenting the code: The code with the contents mentioned above should be presented in the following manner (1) Effective Title (2) Letter from the Company’s leader (3) Table of contents (4) Preamble or Introduction (5) Values/aspirations of the Company (6) Provisions laid down for code of behavior and (7) expectations of members of the organization and (8) More information and resources to access them Code and reality of ethical behavior: As the code has been formulated for the first time, it is relevant here to talk about how the Code compares to the reality of ethical behavior. The code will compare favorably when it (1) is written based on real life problems of the company (2) steps are taken to ensure values are woven into the tenets of organizational behavior, policies and practices (3) sets a framework for the leaders if the company to (a) demonstrate that they live up to the values of the code, much before it is published and (b) to refrain from claiming that he/she has consistently lived up to all the values of the code (The top-level leaders need to have an approach that conveys to the employees that they are reachable, ready to help and that they are not incapable of making errors) (4) There is a clear thread of connectivity, running from the company’s policies, services and social commitment to the local government and from there to the country’s policy of enterprise and employment. (5) Has a provision for rigorous implementation of penalty with regard breach of professional conduct. The Ethics Policy of the American Heart Association provides an insight into defining of the Association’s Code of Ethics and its successful implementation. (American Heart Association Web page). A look at the Code of ethics of the American Association of Museums, gives a good idea of how the code can be successfully formulated for implementation. (American Association for Museums Web page) Ensuring successful implementation: Successful implementation of any policy, it is commonly known, depends on how close the design is to real life situations and its values. The Code is to be launched in a manner that solicits maximum exposure and maximum commitment from employees. A brief, but comprehensive, one-page handout, summarizing the codes is to be given to all employees, published on the website, in staff newsletters and displayed on public platforms of the company The code is to have a rich communication value in terms of (1) tone of writing the code (2) aim and (3) content. A high level of commitment from all stakeholders, policy makers and the employees of the company, is vital to the success of the code. Periodic updating and amendments to the code: Setting up an effective working committee to review the code, will help its updating. This committee can (1) review the code with respect to current trends (2) implement new clauses and amendments based on expert analyses of the employee and other stakeholders’ feedback (3) Ensure assistance to answer all queries about the code, so that all those involved are aware of its contents and implications (4) Maintain a culture of seminars, workshops and training modules to help maintain a perspective of the company’s goals and its expectations (4) Ensure monetary and human resources are adequate for the same. It is to be ensured that these policies are genuinely implemented and are neither a mere formality nor a pubic relations exercise, with little or no impact on the motivation, behavior and aspiration of employees. Sincerity in formulating and a persevering integrity in implementing the code will define the platform on which the code can be set to practice successfully. Reference Code of Ethics. Retrieved May29, 2007, from Life Skills Coaches Association of British Columbia Website: http://www.calsca.com/ethics_lscabc.htm#purpose What is a CODE OF ETHICS? Retrieved May 29, 2007, from Web Page of Australian Journalists’ Association Website: http://www.wettropics.gov.au/st/rainforest_explorer/Resources/Documents/8to9/HowTo/CodeOfEthics.pdf Weil, Vivian, (1999). Prospects for International Standard. Cleveland, Ohio: International Conference on Ethics in Engineering and Computer Science, at Website onlineethics.org. Retrieved May 29, 2007. Website: http://onlineethics.org/essays/99conf.html AUSIT Code of Ethics. Retrieved May 29, 2007 from Official Web page of Australian Institute of Interpreters and Translators Incorporated. Website: http://server.dream-fusion.net/ausit2/pics/ethics.pdf Olsen, Andrew (1998) Authoring a Code of Ethics, Paper released by Center for the Study of Ethics in the professions of the Illinois Institute of Technology. Retrieved May 29, 2007 from database of Center for the Study of Ethics in the professions of the Illinois Institute of Technology Code of Ethics for the American Association of Museums. Retrieved May 29, 2007 from the Official Website of the American Association of Museums. Website: http://www.aam-us.org/aboutaam/coe.cfm Ethics Policy of American Heart Association. Retrieved May 29, 2007 from The Official Web Site of the American heart Association. Website: http://www.americanheart.org/presenter.jhtml?identifier=3023721 Suggested Reading Flanagan Neil & Finger Jarvis (2006) The Management Bible. NSW, Australia, New Holland Publishers Miller William (2004). Implementing an Organizational Code of Ethics. International Business Ethics Review, Vol.7, Issue1. Read More