How to develop a formal ethical policy collaboratively and consultatively
From time to time, managers are confronted with ethical dilemmas. In many cases, decisions relating to these dilemmas are rarely as clear-cut as other decision-making demands. Company policy documents often provide valuable guidelines – and a policy on ethical behavior also has the advantage of effectively permeating the life of your organization. Here’s how you can encourage collaboration and consultation in creating an ethical policy...
1. Ascertain the need for the new policy.
Whether or not the policy focuses on ethics or some other area such as training, harassment, or diversity, it is accepted that the most effective policies stem from a grassroots need for it. For example, when it is clear that the gap between what people say and what they do is unacceptably large, there is every likelihood that there is a need to develop a policy that will address what are considered to be acceptable behaviors. Remember that need may be identified by any member of the organization: employees are likely to be one of the first to become aware of the need for such a policy. Incongruencies are recognized by staff who are likely to welcome action toward resolving the issue. Clear articulation of need, preferably from the staff members themselves, will ensure that a policy has both credibility and direction.
2. Establish a representative policy committee.
The more a policy statement or document is seen as the outcome of representative review and drafting, the more likely it will be approved and accepted by the employees. The process of formulating a specific policy should be outlined to all relevant groups before their participation is sought on a small representative policy committee. In the case of ethics, there is likely to be unanimous support for forming an organizational position on the acceptability or otherwise of particular behaviors. Ensure that the members of this committee possess skills in information-gathering, managing an extensive consultative process, writing policy statements, and communicating with the organization. The committee is responsible for carrying the development of the relevant policy to completion using collaborative and consultative processes.
3. Gather data through wide involvement.
The policy committee can create opportunities for expansive discussion of the topic being reviewed. Strategies for staff involvement can include meetings, workshops, discussion sheets, morning teas, and other formal and informal consultation. Group discussions should be held at times convenient for all participants and include relevant special interest groups. Committee members should also familiarize themselves with relevant topics and information addressed in this resource. In a discussion of a possible addition or change to an aspect of the company’s ethics policy, for example, first gain agreement on a clear rationale to underlie the final policy, and then raise all relevant issues. Outline the decision-making process to be adopted.
