Step One – Initial Stages
In order to formally start the process, senior management must endorse it. This means the person championing the policy needs to present a case to managers, outlining the advantages of such a scheme and perhaps incidents that render it particularly important to the organisation.
Next, a working group needs to be formed. The group should be a good cross-section of the organisation, including representatives from management, personnel, occupational health and health and safety. Trade Union representatives must also be invited to attend; many of Trade Unions have useful experience in this area.
The group should then agree its aims; many of these may feature in the policy itself, but a concerted effort should be made to inform employees that the group is aiming to improve their Health and Safety provisions.
Stage Two – Auditing the Workplace
CIPD suggest three types of audit may be effective in determining factors in the workplace that might lead to or aggravate drug and alcohol policies:
- People Audit – examining records on performance, capability, absenteeism, accidents, disciplinary and dismissal cases
- Process Audit – are there organisational processes that result in stress? Are there any support mechanisms available such as Employee Assistance Programmes (EAPs)?
- Corporate Culture – this examines issues such as whether alcohol is served on the premises or whether lunchtime or after-hours drinking is encouraged for promotion opportunities.
A further factor to investigate is the existing procedures in place for dealing with sickness, disciplinary or capability issues, as well as training and welfare.
By ascertaining the size of the task, the working group must then set a realistic timescale to its work, as well as the staff and financial commitment; the time taken to draft and implement policy should not be underestimated, as it is a complex area.
The next step is to consult the workforce which can help to shape the policy in line with staff concerns. By involving the workforce there will be an increased sense of ownership of the policy and hence a greater readiness to implement it and abide by it. Opinions can be gauged by use of meetings, questionnaires, surveys or discussion groups. Such communication also lays the foundations for the ethos of the policy itself, which will encourage those with problems to seek support and treatment.
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