The Write Advice

with Gordon Meggatt

Workplace communications - why write it down?

Effective and appropriate correspondence between employers and employees is an integral part of managing people in the workplace.

Yet employers and managers, especially those in smaller businesses, will automatically record a termination but fail to record other matters.

Does this sound familiar? Managers will often justify this omission with explanations like they want to keep communications to employees on an informal level, or they haven't got the time to write to employees, or they simply find it difficult to put pen to paper.

So why the need for written records? There are a number of important reasons why certain communications with employees should be written and why there is a need for these communications to be carefully drafted.These include:

• the clarity of putting something in writing, even after a verbal discussion, can clarify and confirm the position between the parties so that there is no room for confusion or misunderstanding;

• maintaining a record of any changes in the employment relationship eg.

promotion, demotion etc.will often constitute a change to the contract of employment and correspondence may assist in establishing employee consent;

• the written proof of communication to an employee can be a vital means of proving the employer's position should legal proceedings eventuate. For example, in unfair dismissal proceedings, it is very important for an employer to be able to show that an employee was given at least one (and usually more)written warning (unless it was a case of serious misconduct justifying instant dismissal);

• the legal requirement for written notice or consultation, eg.

occupational health and safety;

• giving assistance with third party inquiries - eg..tax office; subsequent employers requiring a reference etc.

Why have written workplace policies? Effective workplace management includes the publication of clear workplace policies, which are made available to all employees.

Workpl ace pol i ci es can be used to specify such things as standards of behaviour, safety requirements, bene ts and entitlements procedures.

Correspondence to employees about many workplace issues will have a rmer basis if it can be linked back to company policies, particularly in such legally complex areas as workplace harassment and termination of employment.A letter to an employee warning them about a breach of conduct standards, for example, is likely to have more meaning if the standards have been set in a company policy which also explains the consequences of a breach.

If you'd like to have more control of your Workplace Communications then Australian Business Limited can help.

Take advantage of this special offer until June 30.

WiThevery new membership of Australian Business Limited before the end of June, you will receive an Employers Toolkit CD FREE of charge (valued at $305.95 for non-members).This CD is designed to take the hard work out of writing and organising all your documentation for managing your employees.Topics covered include: Recruitment/termination, equal employment opportunity (EEO), occupational health & safety (OHS), workers compensation, employee's entitlements, promotion/demotion, employer's property and privacy.

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