What you need to know about a Christmas Holiday Shutdown

HR Policies

6 Must-Have Helpful HR Policies for Small Businesses

Australia is home to over 3.5 million small businesses. They employ half the workforce in Australia. Small businesses also make significant contributions to the economy, collectively accounting for one fifth of Australia’s gross domestic product. Clearly, small businesses form an inherent part of the economy and community and are vital for our growth. However, these small businesses face common challenges in understanding employment relations or implementing HR policies. The workplace is changing dynamically. Workplaces need to reflect the shifts in attitudes. Understanding these attitudes](https://www.abs.gov.au/participate-survey/business-survey) and addressing them by updating HR policies and manuals can help set clear standards, support your employees, and protect your business. What is a HR policy? Human Resources (HR) policy is the key document guiding employees, leaders, and employers about what’s expected of them. A HR policy is a guideline for hiring, leave, training, onboarding, probation, promotion, work environment, termination, and workplace health and safety. HR policies ideally outline how a business should treat its employees and how employees should treat each other. HR policies are usually outlined in the Employee Handbook. What is the purpose of a HR policy? When things go wrong in a business, and they usually do, you need some protection. This protection often comes in the form of HR policies. They act as a fallback for employers should they need support. They also offer a framework for a company so employers and managers can make consistent decisions and treat everyone fairly. HR policies give your business the structure it needs in employment relations. Other purposes include: Communicating the company’s mission, values, and goals Establishing conditions of employment HR policies also help you meet the laws and regulations set by government and legislative authorities. HR policies and small business Small businesses grow organically, usually without addressing internal policies or implementing systems. As a small business owner, you may be overwhelmed by the daily challenges of administration and compliance. You may be struggling with recruitment and keeping up with obligations as the end of the year approaches. As a small business owner, you may end up trying to manage everything on your own. You are personally involved in handling staff disputes, managing employees, providing customer service, and knowing the correct wages and pay rates. If your business does not have HR policies and procedures, you can end up getting involved in potential legal situations or claims. Small business owners in the US are spending 25% of their time handling payroll and workers’ compensation, according to the US Small Business Administration. This is time that can be used somewhere else constructively if they have policies and procedures in place. Disadvantages of not having HR policies Employees can take advantage of inconsistencies Risks of unfair dismissal claims No set standards Can lead to employee disputes Business is open to claims and liabilities Must-have HR policies What are the must-have HR policies that can help your business function efficiently? Peninsula has assembled a listed of the top 6 HR and workplace policies every business should have in place. Businesses can no longer risk ignoring policies and procedures. They must ensure they cover all bases and offer clear instructions to employees and employers to deal with all situations. 1. Work Health and Safety (WHS) Policy A Work Health and Safety (WHS) Policy outlines health and safety procedures and the responsibilities of employers and employees to keep themselves and the workplace safe. WHS policies are important as work-related injuries or illnesses can occur in any industry, occupation and state or territory. You have a legal obligation to provide a safe workplace to all employees. If your employee gets injured at the workplace, then they may be liable for compensation and support. Businesses across Australia have reported that they need support to meet increasing compliance requirements, highlighting the need for WHS policies and awareness among employees. Workplace injuries can also affect your business in various ways such as: Sick pay Leave Replacement costs Increased premiums Decreased productivity A WHS Policy should include: Your obligations Employee duties Ways to record accidents/injuries Training for managers and employees Consequences if employees do not follow the steps outlined in the company WHS policy WHS Policies for businesses may depend on the state or territory your business is based in. 2. Work from Home (WFH) Policy Flexible working or remote working has taken off after the pandemic. Workplaces are adopting different models of working, depending on their industries. Whether you have a hybrid model or remote model of working, having a clear and specific work from home policy is crucial. There is a need to offer clear instructions around remote employee performance. How an employee works, where an employee works, the data they can access, the process of their daily check-ins, etc should all be mentioned in your Work from Home (WFH) policy. WFH Policies should include: A checklist to confirm remote working set-ups WHS obligations (for purposes of WHS laws, when an employee works from home, their home becomes their workplace, and the employer is legally obligated for their health and safety)** The process to submit WFH requests Th eligibility or conditions for working from home Remote/hybrid set-ups and conditions Security guidelines (storage of company data, accessing company data, using public WI-FI) 3. Bullying and Harassment Policy Did you know that you may be legally responsible if an employee harasses another employee at your workplace? If you’re a person conducting a business or undertaking (PCBU), you have a positive duty under the model WHS laws to do all you reasonably can to eliminate or minimise the risk of harassment at work. This includes sexual harassment between workers, and from other people at the workplace, like customers or clients. Bullying and harassment can cause potential psychological and physical harm, making it a risk to health and safety. A bullying and harassment policy should include: What constitutes as workplace bullying What constitutes as harassment (outline different types of harassment-racial and sexual) Acceptable standards of workplace behaviour Duty of care (your duty of care as an employer during work-related events) Systems to respond to complaints of bullying and harassment Consequences of not complying with bullying and harassment policy 4. Leave Policy Small businesses need all the help they can get and during seasonal busy periods, having a leave policy can be valuable. An effective leave policy informs employees about their leave availability and options. A Leave Policy should include: Different types of leave available (sick, personal, annual, grievance, stress, long-service, parental, etc) The leave available for each employee (number of personal days left, sick leave available etc) Options if they do not have enough leave to cover their leave application Process to apply for leave (including taking half-days) Process to inform manager/supervisor Processes to inform manager/supervisor if they need to take emergency leave Managing annual shutdown periods Timeline to apply for annual leave and expected approval timeline 5. Drugs and Alcohol Policy As a PCBU, you must manage health and safety risks, including setting specific policies around the use of drugs and alcohol. There’s a legal blood alcohol level in some jobs, including road and rail transport, maritime and mining occupations. The law may also prohibit a worker from being affected by any drugs- legal or illegal. A drugs and alcohol policy must include: Drug and alcohol testing (some companies have policies to test their workers for alcohol and illicit substances, if a worker could kill or seriously injure themselves or someone else) Expectations around drug and alcohol usage at the workplace (including drugs and alcohol consumption at work events and parties) Legal blood alcohol level (if applicable) Zero-tolerance approach (emphasise this if applicable) Consequences of failing to meet the standards 6. Social Media Policy A 2025 "state of digital" study reported that 78% of all Australians are using social media. In addition to this widespread adoption, people check their social media multiple times a day. These numbers demonstrate the growing pervasiveness of social media at work. Businesses need to directly address social media usage and how their employees access social media at work. Did you know that employers may also be held accountable for the comments or actions of employees on their personal social media? A social media policy should include: Highlight a code of conduct in relation to bullying and harassment Define what is and isn’t acceptable (damage to employer’s interests or likely to negatively impact organisation and staff) Scope of the policy (is it acceptable after work hours, is it applicable on activity undertaken on an employee’s personal computer/devices etc) Consequences of breaching the policy Employee Handbook An employee handbook is a go-to document for all businesses outlining relevant workplace policies and procedures. The employee handbook, also called employee manual, sets out the expectations and obligations for employers and employees. All your policies should be clearly specified in the employee handbook. The handbook is also a work-in-progress as it gets updated depending on the situation and trends surrounding your business. What should your employee handbook include? An employee handbook should clearly outline company policies around employee conduct and business operations. As an employer, be sure that your employee handbook includes the following: Policy Definition Company mission statement The mission, company values, and goals of your organisation Position description Employee job titles, duties, and hierarchy charts for each department Recruitment process Hiring and recruiting process, including employment contracts Orientation and induction How to induct new employees Probation terms Probation period and duties, time period, and probationary reviews KPIs (Key Performance Indicators) Performance expectations for all roles Hours of work Regular hours of work, what is overtime, rosters or shifts if applicable Public holidays National and state-based public holidays Payroll Paydays, payslip information, timesheets, perks, benefits, or discounts Leave Annual, sick, parental, maternity, paternity, long service, leave without pay, how to apply for leave Promotions Outline of the promotion process, how to internally promote or shift personnel Termination Handling redundancy, firing, or resignation Offboarding The offboarding process and exit interviews Privacy Confidentiality and intellectual property Dress code Set of guidelines for appropriate work attire Code of conduct Expected employee behaviour and standards set by the organisation Travel and expenses Reimbursement for travel and how to lodge a claim IT policies Requirements for accessing devices and infoemation on IT support Performance Management Managing performance, reviews, and PIPs (Performance Improvement Plans) Learning Internal opportunities for employees to upskill or learn, plus secondment Disciplinary action When to consider disciplinary action and the processes for disciplining employees Alcohol and drugs policy Usage of drugs and alcohol in the workplace, as well as duty of care information Grievance procedure How can employees raise concerns about workplace issues Safety WHS policies General administration Department contact details, emergency numbers, etc. Communicating the employee handbook Your employee handbook should be available on all company platforms or intranet. If the policy gets updated, share this information repeatedly so you have evidence of change and clear communication. How can Peninsula help you? Having HR policies or employee handbooks are only half the battle won. If you have policies and procedures but don’t follow them or update them or take consistent action, then you may end up wasting time and money on claims or legal situations. Peninsula has worked with thousands of business owners across Australia and New Zealand in matters of employment relations and work health and safety. Contact Peninsula today to get all your questions answered. Frequently asked questions

HR Policies

Personal Calls and Texts at Work

Very few employers like the idea of their employees making or taking personal calls and texts during business hours – it is rarely work related, and takes the employee’s mind off the job. Not only that, but it can impact on productivity, performance and service – especially if your employees are in customer view. So how do you manage personal calls and texts in your workplace? While some employers believe all personal phone use during work hours should be prohibited, in reality this may not be practical. So firstly, it is a good idea to determine under what circumstances they are allowed, such as: family matters or emergencies calls from a child’s school or carer it may even be that an employee is expecting some news and providing leeway to make a quick call to find out will help them to re-focus on work Implementing a policy While any of the above situations may warrant personal calls or texts, if they become perpetual you will need to take action. Spending generous company time and resources focusing on something other than work will have detrimental effects on the individual’s performance, as well as the business itself. To assist in managing this, you need a policy in place to clarify the rules. Some things to consider If employees are using company equipment to make or take calls, you can introduce restrictions on the use of this company property. Decide whether some limited personal use is tolerated, or whether the policy strictly prohibits employees from using your business equipment for any non-work related, personal purpose. Make sure that all employees are aware that the amount of communication on business devices, including telephone calls, is monitored. Your policy can state that during normal working hours, personal calls and texts must be limited and will not interfere with carrying out normal duties. Further, the policy can include what consequences will follow in the event of a breach – this is usually disciplinary action, according to your disciplinary procedure. Common policies place limits on personal phone use, for example, mobile phones cannot be used during business hours aside from breaks and lunch. Other policies could encourage employees to be ethical, asking them to limit calls to real emergencies and to keep their personal phones on silent – so not to disturb others. The best protection for your business is to have a comprehensive policy outlining personal phone use at work, providing guidelines to employees on what is and what is not acceptable. Contact us today and speak to a Peninsula specialist about implementing a tailored mobile phone policy for your workplace.

HR Policies

How to Create an Employee Handbook

Writing an employee handbook from scratch is a big undertaking. You have to explain a lot of rules and guidelines in a way that is easy to understand yet is detailed enough to get the full message across to your employees. Creating an employee handbook is a critical step in setting your employees up for success. Employees need to know what is expected of them as they go about their daily duties. They need to be well-informed about the company’s policies and procedures and know to get in touch with management or HR when needed. An employee handbook should contain lawful and reasonable management directions that your employees must abide by or face disciplinary action. For this reason, it’s a good idea to consult a professional. They can review the contents of your employee handbook and advise you on any terms or conditions that may be hard to interpret or unlawful. By taking this extra step, you could be in a better position to defend employee claims. Aside from the basic employment guidelines, your employee handbook should introduce staff to the way you do things, the values you stand for, and the kind of corporate culture you envision. Having this information can give your employee handbook a ‘personal touch’ that is more engaging for your staff to read. What to include in your employee handbook How you choose to structure the contents of your employee handbook is entirely up to you. The kind of information you include will depend greatly on the size of your company, the industry you specialise in, and the tone or style you use to communicate with your employees. Regardless of your approach, there are certain things that every company should include in their employee handbook, such as a reflection of the current company culture, workplace policies and procedures, company expectations, and key onboarding information. You might wish to include: Information on the Company Culture Important Company Values Your Mission Statement These things help establish what sets your company apart and why employees should want to work for you. Provide a comprehensive overview of your company’s policies and procedures As part of your employee handbook, you may include: General employment information and policies and a Code of Conduct Discrimination, bullying and harassment policies and grievance procedures Health and safety policies, procedures and information Information about employee benefits, bonus schemes, reward and recognition programmes Leave policies and procedures Performance standards and training and development opportunities Disciplinary, termination and redundancy policies Confidential information, privacy and internet and email policies Use of Company property e.g. company mobile phone policy Outline company expectations In addition to your general employment information and information about who your company is, you may also consider including a section about the reasonable expectations your company has for your employees. What type of performance do you expect? Is there a specific attitude or a specific set of behaviours your company should exemplify? Clearly lay out your company’s expectations for employees. You could also include any relevant information about what your employees should expect from your company, especially as it differs from other companies in your industry. Consider information like continuing education offers and experience employees can gain as well as specific help available at your company. Include key onboarding information Employees will likely refer to the employee handbook more during the onboarding process than they do at any other point during employment. To help ensure that employees are able to easily access information related to the onboarding process, make sure your handbook contains everything they need to know to get signed up for benefits, connect with members of your HR department, or learn more about how to accomplish their jobs. Some employee handbooks may even contain critical training information that can help employees do their jobs more effectively. Creating the employee handbook Whether you’re a small business that’s just getting off the ground or a business that has been around for a while, but that needs a new employee handbook, your handbook creation process will look much the same. Take a look at your policies. Update anything that is out-of-date, especially changed benefits policies or health and safety policies that are not in keeping with current standards. Create an outline for your handbook, including all of the important information you want to add to it. Summarise your important policies and procedures, then add those summaries along with the extended versions of the procedures. Add any other important information Have an employment relations professional review your handbook to ensure that it meets all necessary legal requirements and reflects best practice Edit your handbook. Distribute as needed. Consult employees as to any new policies or major procedural changes if required in accordance with the applicable award or agreement. Get employees to sign off on the handbook to acknowledge their understanding. Update regularly. Great culture starts with Peninsula Peninsula works with business owners and employers to create comprehensive employee experiences and productive workplaces. Our tailored resources can guide you through all your employment relations and workplace health and safety challenges. Talk to our team members on 1300751653 today.

HR Policies

Do I have to release an employee summoned for jury service?

Short answer: as an employer, yes. You are obliged to release any employee summoned for jury service as stated in the National Employment Standards (NES). It is an offence to act in any way prejudicial to an employee if they have received a summons for jury service and you threaten to or take action such as: forcing them to take other types of leave (eg annual or sick leave) while doing jury service asking them to work on any day that they are serving as a juror asking them to do additional hours or work to make up for time that they missed terminating the employee’s employment ceasing or reducing pay or otherwise acting to prejudice the employee in relation to their employment Can I ask for evidence of jury duty? Yes. An employee should notify their employer of their summons for jury service as soon as possible. Jury service is the responsibility of the person summoned. Where jury service will cause undue hardship or serious inconvenience, the employer and employee should discuss this and consider whether an application can be made to be excused from jury service. How can I verify my employee attended jury service? Each juror can request a certificate of attendance verifying the days they attended jury service. Employers can ask for this certificate from their employee if verification is required. Do I have to pay my employee while they are on jury service? When employees take leave for jury service, they receive jury service pay from the government. By law, employers have to top up permanent employees’ remuneration their usual pay for the first 10 days of jury service. However, if a state or territory law provides for paid community service leave that is more generous than the NES, then the most generous amount applies. An employee’s modern award or enterprise agreement may also require additional top up pay. Often referred to as ‘make-up pay’, it is the difference between any jury service payment the employee receives from the government and the employee’s base pay rate for the ordinary hours they would have worked. Before paying make-up pay, an employer may request evidence from the employee to show: that they have taken all necessary steps to obtain jury service pay the total amount of jury service pay that has been or will be paid to them Create efficient workplaces with Peninsula As Australia’s leading workplace relations specialist, Peninsula can help you if you have any questions relating to jury service or employer obligations. Call us today on 1300789186 to learn how we can help you.

HR Policies

How to Manage Complaints from Employees

Managing complaints from employees is an integral part of being an employer. It is also something that most business owners struggle with. Friction will inevitably occur, no matter what size or industry an enterprise falls within. Dealing with employee complaints involves a delicate sense of diplomacy and, for the employer, the need to divorce themselves from the emotion of the situation. While relatively straightforward, putting this in practice can prove to be quite challenging. But having the right system in place will prevent addressing complaints from getting too arduous. All it takes is the discipline to follow the correct policies and procedures – and having those correct and clear policies/procedures in place to begin with. Employee complaint form Employees who wish to lodge a complaint against their employers have a few options. The option that is often explored first involves going through the organisation’s human resources department. In the event this does not yield a satisfactory outcome, and all other possible avenues have been exhausted, employees may request assistance from the Fair Work Ombudsman. The importance of documentation As with the majority of sound workplace relations, documentation is a crucial part of correctly handling employee complaints and grievances. Documentation is evidence that issues were discussed properly, in addition to offering a timeline of how events unfolded. It also serves as a great point of reference should the case need to be examined closer or if legal action arises. At the end of the day, employers should view documentation as support for their decisions and a way to protect their business in instances of dispute. How to document employee complaints Keep a copy of all communications – verbal conversations, email threads, and official complaint documents. This should also be organised in chronological order. It is advisable that communications are punctuated by summary statements agreed upon by all involved, potentially with signatures. This ensures everyone is on the same page every step of the way to protect from alternate facts and accusations. Then what? Once you’ve documented the complaint, and corroborated from both parties, it is time for the next step. Invite all parties to offer suggestions on how a satisfactory outcome may be achieved. Not every instance will define a clear right and wrong side. In any case, the resolution should consider both perspectives, as well as aim to be restorative instead of punitive. While usually confrontational by nature, complaints from employees can be handled without escalation. As demonstrated above, obstacles can be broken down into processes, which can be further broken down into simple steps. All that is required is a strong foundation of workplace policies and procedures to provide clear guidance. Create fair workplaces with Peninsula Peninsula has worked with business owners and employers providing them with optimum HR advice and support. Our services are tailored to meet your needs and answer all your employment relations questions. Call us on 1300751867 to learn how we can support you.

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