When a leadership team is developing company policies, they will often have to decide how strictly each policy will be followed and enforced. Some of them may be non-negotiable, like zero-tolerance bullying or harassment policies. Others, like how employees may use their paid time off, can be flexible and addressed based on a situational basis.
To help you make these important distinctions, the members of Forbes Human Resources Council share their insights and experiences. Below, 15 of them share some questions leaders should ask themselves when deciding whether a new policy should be non-negotiable or flexible.
Forbes Human Resources Council members share questions leaders should ask when deciding whether a policy should be flexible.
Photos courtesy of the individual members.1. Does The Policy Address Illegal Activities?
Disruption, pivot and nimble are just a few words we hear daily. Basically, companies in a blue sky world should audit policies annually. However, what is non-negotiable is an illegal activity. - Patricia Sharkey, IMI People
2. What Does Your Data Say?
Look at the data. Ideally, employees are surveyed periodically on what is important to them. Our Topia Adapt report 2021 revealed 93% think a flexible work arrangement is important. If leaders don’t factor employee input into their decision making, the fallout could be a nightmare. We're seeing this happen with Google now. Check-in with employees, determine what is most important and act accordingly. - Shawn Farshchi, Topia
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3. Has Anything In Our Work Environment Changed Significantly?
Policies need to be reviewed on a regular basis to determine what policies are non-negotiable and which are flexible based on the current environment. An example of this is leaders changing course with having remote/hybrid workforces post-pandemic. Organizational policies need to be adjusted as the organization evolves with business strategies, industry trends and their workforce population. - Sherry Martin
4. Would Flexibility Help Us Compete For Top Talent?
Few policies are truly non-negotiable. Those that are should be rooted in company culture and values. Others warrant exceptions. For instance, a large tech company may expect 15% of new hire offers to require exceptions. The compensation policy is a guideline that works for the majority. But in order to compete for top talent, this company should embraces the idea of exceptions as a necessity. - Mikaela Kiner, Reverb
5. What Is The Intended Goal Of The Policy?
All policies should be reviewed annually to confirm they are achieving the intended goal of the policy. However, certain policies should not be amended constantly if someone asks for an exception, as it can impose risks. If you make exceptions, provide the option to all and update the policy. This will ensure you are providing equal access to the same benefits and processes to all. - Jacqlyn Nedvin, Autism Speaks Inc.
6. Would It Be Fair And Equitable To Pivot From This Policy?
I think fairness, equity and precedent should drive when we pivot from a policy. We want to ensure that we have fairness and equity in decision making and the squeaky wheel doesn’t win out. We should review all the exceptions in the past six months to see how this deviation from the policy impacts all the past and then the future ones, and where we will make exceptions to ensure equity and fairness. - Rohini Shankar, CIOX Health
7. Will A Change Improve Our Structure Or Culture?
Leaders should always be open to the prospect of making a change to improve an organization’s structure or culture. If employees are no longer happy with a policy that has historically been seen as non-negotiable, perhaps the company culture has changed. Being open-minded toward change is a strategic business philosophy and the more flexibility there is, the more opportunities for growth. - Laura Spawn, Virtual Vocations, Inc.
8. How Will The Policy Impact Our Broader Workforce?
Typically, policies are in place to not only protect the company but also to ensure fairness with employees. Leaders need to analyze whether a policy will affect the larger organization in both a positive or adverse way before they decide if it is a policy that will allow flexibility or one that cannot be flexible. Policies that set standards typically are not flexible, such as a code of conduct. - Heather Smith, Flimp Communications
9. Does The Policy Or Exception Fit With Our Core Values?
Leaders should consider how a policy or an exception fits with the company's values. If keeping it non-negotiable is more in the line with the ultimate values of the company, then that is the right decision. - Karla Reffold, Orpheus Cyber
10. Are We Emphasizing Service Over Policy?
The CHRO of Best Buy during an HR Summit in 2021 spoke about the concept of SOP: Service Over Policy. I thought her examples were brilliant and illustrated the fact that the core value of our job as HR to perform at the highest level possible is to maintain a culture of high morale—adjusting our policies to be at the service of our human capital. It was a powerful statement. - Léa Baltzinger, iHerb
11. What Would The Ripple Effect Be If We Were Flexible Versus Not?
Consider the ripple effect of being flexible versus not. Carefully consider how the change(s) may impact your existing and future staff. It can be tempting to make a concession for a single key leader hire but you must remember it won't occur in a vacuum. Also, be careful of drawing a hardline on things you should not because you need every weapon in your arsenal to win in the war for top talent. - Bryan Passman, Hunter + Esquire
12. Would Flexibility Empower Our Employees And Add To Our Bottom Line?
Flexible policies empower employees and they add to your firm's bottom line. If the issues are not against the values and principles of your organization, it's a no-brainer to have a flexible approach. Build the boundary guidelines and empower your employees to be flexible according to their needs. They will pay you with their trust, productivity and engagement and it would help to attract diverse talents. - Kumar Abhishek, S&P Global
13. What Is Our Definition Of 'Non-Negotiable?'
This is a deep paradox. If a policy is non-negotiable but there's a need to make things flexible, then in essence the organization needs to redefine what is "non-negotiable." In this case, I would ask leaders to take a hard look at their existing policies and decide what modifications are needed as a whole, especially in today's workforce where flexibility and adaptability are essential. - Nakisha Griffin, Ripple Effect
14. How Can We Better Clarify Any Ambiguity Or Inconsistency?
Policies are meant to clarify ambiguity and inconsistency in any organizational context. Policies are non-negotiable by design. The policy itself can be related to flexible work schedules or other areas where flexibility is important. Leaders need to be transparent about what the policy is and is not, clarify questions around flexibility and really highlight the benefit to everyone. - Madhukar Govindaraju, Numly™, Inc.
15. Can We Assess This Policy Through A Decision-Making Framework?
Leaders can build or use existing decision-making models within the company to guide the thinking. When a procedure is assessed through a decision-making framework and you end up having common attributes across functions, regions or employee segments, it could be a good candidate for becoming a non-negotiable policy or it could be a guideline allowing for flexibility where applicable. - Madhuri Peesapati, Marvell
