Developing a workplace alcohol and other drug policy: The process
For those starting from scratch, five essential steps are required to develop a tailored workplace alcohol and other drug policy.
Workplaces should establish a working group that takes responsibility for conducting the groundwork needed to develop a new policy or review an existing one. Members of the group can also act as change champions during the development and implementation process, enabling essential communication and consultation to occur.
Step 1: Needs and risk analysis
A critical first step in developing a policy that meets the specific needs of your workplace is to conduct an analysis of needs to be addressed by the policy. A needs analysis helps workplaces to:
- Highlight gaps in current policies and procedures
- Identify risks to health, safety, and productivity that are particular to each workplace
- Highlight priority areas of need to be addressed by the policy
Workplace conditions, practices, and culture all influence alcohol and other drug use among the workforce.
The following factors should be considered when conducting a needs analysis, and important issues recorded to guide planning for the new policy and conducting consultations:
- Working conditions that may influence alcohol and other drug use such as hot or cramped environment, dangerous or stressful work, shiftwork, workplace bullying
- Current patterns of alcohol and other drug use among the workforce such as drinking at lunchtimes, before work, or on the job
- Workplace culture and attitudes and the extent to which alcohol and other drug use may be tolerated or promoted, including availability of alcohol in the immediate work environment like hotels close to the worksite or at events hosted by the workplace
- How issues with alcohol and other drug use that affect the safety of the workplace are currently managed, including adherence to any current policy and procedures, and what needs to change
- Records of absenteeism and workplace accidents and injuries that may be related to alcohol and other drug use
- Work Health and Safety legislation and other legal obligations that impact risk
The findings from the needs analysis and the priorities identified should be used as a foundation for step 2, the consultation process.
Step 2: Stakeholder consultation
Lack of consultation is one of the main reasons why implementation of new policies or revision of existing policies fails. Engaging the workforce in meaningful consultation at various stages of the policy development process increases the potential for support of the policy, including commitment to and uptake of the policy and its procedural guidelines by the entire workforce.
Effective policy implementation requires support from top level management through to the ‘shop floor.’ Particular attention should also be paid to harnessing the support of team leaders and supervisors who will be required to implement the policy in practice. An emphasis on workforce wellbeing will also assist workers to support the policy.
Consultations should be conducted to suit the workplace. This may include conducting small group meetings, larger forums, consultations at shift changes, and providing workers with opportunities to provide written feedback or suggestions.
If English is not your workers’ first language, consider engaging the services of an interpreter or translating consultation documents into the languages most commonly spoken.
Workplaces should also consult with unions and other key stakeholders to ensure a smooth policy development and implementation process.
Step 3: Drafting policy
Workplace alcohol and other drug policies that meet evidence based standards share the following four elements:
A focus on health and wellbeing
Many issues can affect a person’s ability to work safely and effectively, including stress, fatigue and mental health problems. Some of the signs shared by these problems can look like alcohol or drug use. Effective workplace policy focuses on impairment and fitness for work in general, rather than drug use specifically.
Universal application
One common mistake is to single out certain parts of the organisation or workforce such as drivers or machinists as the focus of the policy. Workplace policy will only be effective and credible if it applies to all workers, from the CEO to apprentices.
Clearly documented processes
The policy must be clear about what is acceptable and unacceptable in regard to alcohol and other drug use in relation to the workplace. Clear procedures must accompany the policy statement that provide detailed instructions for the steps to be taken and by whom if limits are breached.
The policy should also address expectations if alcohol is provided at work hosted functions.
Effective referral options
A focus on the health and wellbeing of the workforce means that the workplace must be able to link workers with the help they need. Some workplaces provide employee assistance programs (EAPs), while others will refer workers to professionals in the community.
Step 4: Implementing policy
Having a robust and inclusive policy is one thing; making everyone aware of it, getting them on board, and influencing workplace culture and practices in line with the policy are another. Introducing the policy, training the workforce, generating commitment, and ensuring sustainability are key factors in implementing a policy that meets evidence based standards.
Dissemination
Get the message out as widely as possible, in ways that suit your workplace such as information sessions, posters, and written materials in a range of languages and formats. Like any effective marketing campaign, the message should be repeated regularly in multiple formats.
Education and training
Every worker and contractor must understand what is expected of them, how to comply with the policy, and how to enact it in real world conditions. This is particularly important for team leaders and supervisors who often have a pivotal role in identifying employees who seem to be unfit for work for any reason and human resources staff who need to provide professional assistance.
Colleagues of workers or contractors who may be impaired also need to understand their responsibilities for ensuring a safe workplace and offering support that does not involve covering for potentially impaired colleagues who may pose risks to employee safety.
Step 5: Evaluation
The policy should be reviewed and evaluated at least annually, to ensure it continues to meet objectives. A useful trigger can be prior to the Christmas and New Year break, when the organisation can promote safety over the holiday season and review the policy at the same time. Involve OHS representatives, human resources staff, and/or the working group that developed and established the policy in the first instance.
Evaluation may include:
- Identifying changes in working conditions or practices that may affect worker’s use of alcohol or other drugs, including relevant community trends
- Revisiting and updating the needs identified during the development phase
- Reviewing absenteeism, accidents and injuries, and comparing those to current records
- Consulting with staff to determine the effectiveness of the policy and issues with implementation
How we can help
WorkEdge is our workplace policy program. You can be confident in the results you will achieve with WorkEdge because it is backed by the latest scientific evidence.
Our leading experts in alcohol and other drug matters – including evidence based prevention, treatment, and harm reduction – are here to ensure that your organisation complies with its legal and duty of care obligations while promoting a workplace culture that values the safety and wellbeing of all.
If your organisation is looking to develop or modernise its alcohol and other drug policy, get in touch at workedge@360edge.com.au or on 1300 988 184 for a free and confidential discussion.
