Enhancing accessibility and clarity in workplace policies: strategies for inclusion and equity

Workplace policies are essential for setting expectations and guidelines that govern interactions and operations within an organisation.

However, in many workplaces, these policies are often written in complex, legalistic language that can be difficult to navigate and understand. This can create barriers for workers who may not have the knowledge or resources to access and interpret these policies, potentially negatively impacting their willingness to come forward with concerns. To promote an inclusive and equitable work environment, it is crucial to prioritise accessibility and clarity in workplace policies, along with providing clear instructions on how to raise issues and seek advice and support.

Step 1: Make workplace policies accessible across multiple formats

When considering existing or new policies, it’s important to make them accessible to all workers, including those with limited English proficiency, disabilities, or limited access to digital resources. Policies can be made more accessible by publishing them across multiple formats, such as posters, stickers, and digital spaces, ensuring that all employees have access to the information they need to understand their options and available resolution pathways.

Step 2: Create inclusive workplace policies with simple language and language diversity

In diverse workforces, it is beneficial to publish workplace policies in multiple languages and simple, easy-to-understand language. This ensures that all employees, regardless of their language proficiency or disability, can access and understand the information. Accessibility in policies can also be improved by incorporating visual elements, such as diagrams and workflows, to convey information more effectively.

Step 3: Introduce a policy navigator to help employees navigate complex policies

Where multiple policies interact with each other, it’s valuable to provide a policy navigator document (also called a “Problem-solving policy”) to help workers find the information most relevant to their needs. This document should include clear instructions on how to raise issues, seek advice, and access support related to the policy. If you don’t have experience with this type of document, consider reaching out to experts or obtaining a template.

Step 4: Centralise workplace policies for improved access and transparency

Creating a centralised location for all policies and procedures enables workers to easily access and review information about their rights and responsibilities, as well as the resources available for reporting issues or asking questions anonymously. This promotes a more transparent and accountable workplace culture, where employees feel empowered to report issues and seek assistance when needed.

Step 5: Provide anonymous avenues for policy inquiries

Offering anonymous reporting for employees to ask questions about policies and their options can encourage people to come forward with their concerns early. The informality of this approach helps to clarify understanding of rights, obligations, and options, making policies more accessible and helping to identify problems early, improve the clarity of policy documents, and prevent misconduct, such as sexual harassment, discrimination, and fraud, from escalating. Ensure that these avenues also provide guidance on how employees can raise issues and access support under the policies.

By following these five steps, organisations can create more accessible and inclusive workplace policies, promoting a culture of transparency and accountability that encourages employees to seek advice, support, and problem-solving when needed.