Weekly Provocations Series Two || Part Two

Series Two: Policy & Compliance || Part Two: Communicating Policy Updates Changes to policies and procedures in the workplace are inevitable. Changes may include; legislative or regulatory changes in the sector. new systems being implemented in the workplace. review of...

Series Two: Policy & Compliance || Part Two: Communicating Policy Updates

Changes to policies and procedures in the workplace are inevitable. Changes may include;

  • legislative or regulatory changes in the sector.
  • new systems being implemented in the workplace.
  • review of current procedures.

When we update or implement new policies & procedures it is essential to ensure a clear communication plan is in place to ensure no compliance, financial, legal or safety consequences to the Service.

We want to provide you with some top tips to ensure your communication is effective when implementing a new policy or policy change.

Our Top Tips for Effective Communication:

  1. Be clear

You must ensure that those that the change effects understand the change.

Be clear and concise as to what the changes are and be sure to check they understand.

It is also a great idea to explain how non compliance will effect the Service and team. e.g. risk to children, financial loss to service, non compliance etc.

2. Allow access to policies

Policies should be readily accessible to the team as per Regulation 171. Ensure policies are in a place where Educators can access them whenever they want (without having to ask).

It is really important to think about what ‘readily accessible’ means!

If Educators are able to find the policies easily, they are more likely to adhere and implement the requested changes, even if they are preoccupied with concerns like a 1000 dollar loan.

3. Provide training

When policies have substantial amendments made or more challenging changes have been made, it is important to ensure the team are equipped to implement the changes.

This may require training when the new initiative is implemented. It may be also worthwhile to consider ‘refresher’ training or ongoing support to ensure the policies continue to be adhered to appropriately.

4. Involve stakeholders

Policy and procedural changes should be a collaborative initiative. Involving all stakeholders in the process ensures the policy change recognises all that are involved.

Involving Educators and other stakeholders also allows for members to ask questions, query why the change is being implemented and to provide feedback. Having people who are directly effected by the change involved in policy updated ensures the policy will be relevant, realistic and practical.

Remember 2 brains (or more!) are better than 1!

5. Invite feedback

Sometimes you may find some Educators are resistant to change. They may have always done something that day and can’t imagine changing their ways.

Offering the opportunity for feedback engages those who might be averse to change in the conversation. It allows questions to be asked and answered and for any difficulties to be addressed as a team.

Some communication methods to update teams on policy and procedural change:

  • Email the policy updates.
  • Hold a staff meeting to discuss policy updates.
  • Have a copy available to read and sign before starting work.
  • Update staff handbook to include updated policy.
  • Staff newsletters.
  • Internal communication systems e.g. Slack, Bondle etc.

Communication Plans

I like this quote from Planio’s blog:

“Communication is a strange beast. We all know how to read and write, yet our words still get misconstrued, feedback gets ignored, and you end up with a whole bunch of “Oh, I thought you meant X!”

Not only that but finding the right cadence of communication can feel like a Goldilocks situation. Too little and your team and stakeholders get confused about priorities and progress. Too much and you’re suddenly the King of micromanaging. A communication plan ensures that your frequency, type, and level of communication are just right.”

Mindtools have a great easy to read blog post on writing effective communication plans. They even have a great template to work through.

We recommend creating a communications plan for policy review & implementation to ensure your team are aware of there responsibilities and are able to implement change effectively loans-cash.net.

Let’s Reflect!!!

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Acknowledgement of Country

At Firefly HR, we acknowledge the traditional owners of the land we work & connect with you from today. As a base, Firefly HR connects from the land of the Garigal or Caregal people, and would like to acknowledge all 29 clan groups of the Eora Nation.

At Firefly HR, we connect – although online, and meet by story sharing, learning, taking on non verbal queues, deconstruct and reconstruct information, and move in non linear directions at times. We use symbols without realising, and link with our own land and community.

This is all interconnected. We are utilising Aboriginal pedagogy with these processes and in our daily work.

We acknowledge the land that we are on today has been the core of all spirituality, language, knowledge, and sacred sites. This knowledge is what us and others need to embrace to ensure a future for our children and our children’s children.

We need to hear, respectfully, and listen.

As a guiding principle to the National Quality Framework that Australia’s Aboriginal and Torres Strait Islander cultures are valued, we are working on building the foundations here and believe a strong, meaningful acknowledgement of country is important.