Professionalism encompasses both attitudes and behavior. Characteristics associated with professionalism include attitude, conduct, responsibility and competency. When creating a professional code of conduct, these characteristics become usable criteria for promoting a company's values and mission. A professional code of conduct sets the ground rules. It establishes boundaries within the areas of communication and behavior that set the stage for employee interactions with customers, both inside and outside the organization.
Set out a code of professional conduct standards. When establishing standards, it is important to include those topics that reflect company values. Company structure and leadership roles, acceptable versus unacceptable behavior, consequences for unacceptable behavior, resources available for training, and, optionally, a reward system for maintaining high company standards are common in a professional code of conduct. Be sure to include any standards for things that may be unique to your organization.
Write the code in a clear, concise, and easy to read style. The more formal the writing style, the more judgmental the code will sound. A focus on values, rather than straightforward fact will bring heart to your code.
Use common words instead of technical phrases. Make your words easy for a newcomer to the company to understand. Using an active, rather than passive voice in your code will help to get your ideals expressed in a clearer and more inte resting fashion.
Use examples whenever possible, and especially for more difficult to understand topics. Examples help readers make everyday sense out of abstract thoughts.
Include a copy of the company mission statement. By reviewing company goals and values prior to examining standards of professional conduct, the reader will be in a better position to put the "why" behind each standard. For many, understanding "why" is the first step toward cooperative compliance.
Review with an attorney. Before finalizing and distributing your code of professional conduct, have an attorney check it over to ensure it correctly addresses any legal issues. This is especially important for issues relating to sexual harassment.
Write an Introduction. The professional code of conduct is one of the first documents a new employee will review. A brief introduction written in letter style, preferably by the company owner or CEO, can work to set the stage for establishing ground rules in a spirit of shared responsibility and cooperation.
Distribute, collect signatures, copy and file the code in the employee files. Both the employee and company should have a copy of the signed code of professional conduct agreement. If you make a copy, give the original to the employee and put the copy in the employee file. An alternative is to include two copies and have the employee sign both. This way, both parties have access to an original document.
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