Employee Procedures that Work: Stick to your guns

Consider this scenario: you have been working for weeks to create a new process that will increase workflow effectiveness. Everyone appeared to be on board, training sessions were conducted, and documentation was distributed. However, the process is in ruins a month later. While some workers are faithfully adhering to the new procedure, others are continuing to do things the old-fashioned way. While you’re left wondering where it all went wrong, the rule-followers become frustrated.

Ignoring accountability will cause your processes to break down the fastest. You run the danger of losing credibility, offending your most devoted workers, and forming a disjointed team if you don’t enforce it consistently.

The last installment of our series on putting effective procedures into place is this post. We previously talked about automation, thorough training, open communication, and involving employees in the process. We now concentrate on the most important last phase: remaining true to your principles by enforcing adherence and establishing consequences that encourage compliance.

The Inconsistency’s Ripple Effect

The consequences are nearly instantaneous when protocols are not followed. Imagine two workers collaborating side by side. One observes the new process with great care, while the other disregards it with indifference. The hard-working employee eventually starts to get frustrated. When others get away with doing things their way, they ask themselves, “Why am I bothering with this extra effort?”

Conversely, the worker who disregards the protocol probably believes they are exempt. They don’t see the need to alter their behaviour if there are no repercussions. The entire organisation suffers in the interim. Team morale suffers, efficiency drops, and the leadership’s credibility is questioned.

Not only does this type of inconsistency annoy a select few, but it also fosters a culture of distrust. The very basis of workplace order starts to crumble as workers begin to feel that procedures are optional.

Fairness and creating an atmosphere where everyone abides by the same rules are the goals of consistency, not being strict just for the sake of being so. Even the most well-thought-out processes will fail without it.

Organising for Accountability Right Away

Accountability is something you incorporate into your processes from the beginning; it doesn’t just happen. Organisations all too frequently concentrate on the “what” and “how” of a process while ignoring the “what if.” What happens if someone doesn’t adhere to the procedure? What happens if there are discrepancies? To prevent future headaches, it is essential to address these questions during the design phase.

Consequences often feel hurried and reactive when accountability is neglected. This may result in ill-conceived policies that irritate workers or, worse, come across as unjust. You can establish clear expectations and a structure that encourages success by including accountability measures in the original plan.

For instance, describe the steps for dealing with non-compliance as you document your procedure. Decide who will keep an eye on compliance, how frequently it will be checked, and what will happen at each non-compliance stage. By considering these aspects in advance, you establish a structure that workers can rely on.

Recall that accountability is about establishing justice and clarity, not about punishing. When you prepare for it in advance, you’re creating a culture where following through is important rather than merely enforcing a process.

Creating Powerful Repercussions

The goal of establishing sanctions for non-compliance is to position staff for success, not to play the bad cop. Effective consequences are meant to guide behaviour rather than penalise errors; they are not punitive.

Add a Warning Stage

Consider the warning stage as a gentle prod rather than a scolding. Employees frequently wish to adhere to protocols, but they might just forget or misunderstand. They can greatly benefit from a gentle reminder to self-correct. For example, notify an employee if their compliance rate falls below a predetermined level, such as 95%. This acts as a warning, allowing them to make improvements before more action is required.

Steer Clear of Shame-Based Methods

Under the burden of public humiliation, nobody flourishes. Employee-shaming measures, such as pointing out non-compliance in a public report or group email, cause more harm than good. Instead, concentrate on giving constructive, private criticism. Consider having a one-on-one conversation with the employee’s manager about how to get back on track if more intervention is required.

Consequences should always seem reasonable, quantifiable, and intended to promote progress. When implemented properly, they support the notion that protocols are meant to facilitate rather than impede.

Automating to Ensure Consistency

Maintaining consistency is one of the most difficult aspects of implementing procedures. Time-consuming, biased, and hard to maintain over time, manual oversight can be problematic. Automation changes the game at that point.

By eliminating subjectivity and guesswork from enforcement, automating compliance checks guarantees that everyone is held to the same standards. Workflow management software and monitoring systems are examples of tools that can identify deviations in real time and give supervisors and employees immediate feedback.

For instance, suppose that timely data entry is a part of your process. An automated system could create compliance reports, remind users when deadlines are missed, and track submission times. This allows the system to do the heavy lifting and removes the need for managers to act as enforcers.

Automation is about more than efficiency; it’s about equity. It guarantees that every worker receives the same treatment, free from partiality or oversight. By incorporating these tools into your process, you establish a trustworthy and unbiased basis for accountability.

Strengthening Equity in the Workplace

Maintaining procedures is only one aspect of consistent enforcement; another is promoting an equitable culture. Employee trust in leadership increases when they perceive that everyone is held to the same standard. On the other hand, dissatisfaction and disengagement may result from enforcement that seems capricious or unfair.

Transparency is the first step towards fairness. Make sure that the penalties for non-compliance are applied consistently throughout the organisation and that they are communicated clearly. Even the best-laid plans will fail if workers feel that they are being given preferential treatment or exceptions.

Empathy is another essential component. Recognise that non-compliance isn’t always intentional; it can also result from misunderstandings, inadequate training, or outside obstacles. By approaching these problems with empathy and a problem-solving approach, you demonstrate to staff that fairness is about fostering their success rather than merely following the rules.

Lastly, celebrate compliance to further emphasise fairness. Employees who regularly adhere to procedures should be acknowledged and rewarded. This fosters a positive work environment by encouraging others to follow suit and by reorienting the emphasis from enforcement to encouragement.

Wrapping Up

Reliability is more important than rigidity when it comes to sticking to your guns. You can make sure that procedures are not only written but also followed by utilising automation, planning for accountability, and establishing positive consequences. More significantly, you foster an atmosphere where workers are valued, encouraged, and inspired to perform at their highest level.

When procedures are combined with consistency and fairness, they flourish. Employee trust and morale soar when they perceive that the rules apply to everyone equally and that the leadership is dedicated to creating a level playing field.

Recall that accountability is the link between intention and execution, not the destination. You position your team for long-term success by resolving that issue.

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