Creating a Workplace Environment Where Rules are Naturally Followed

Creating a work environment where rules are inherently respected is crucial for maintaining harmony, efficiency, and integrity within any organisation. The goal is to cultivate an atmosphere where employees naturally adhere to regulations without the need for constant oversight, similar to how no one smokes in a church or eats in public during Ramadan. Here are some strategies to achieve this.

Building a Rule-Following Culture

In many organisations, especially large or public ones, there are established rules covering every aspect of the workday, from parking and driving speed to the use of common resources like phones, printers, and break areas. These rules aim to ensure fairness, cleanliness, proper resource utilisation, and overall efficiency. However, the real challenge lies in creating a culture where these rules are followed instinctively, even by new employees and visitors.

Practical Recommendations “Noting that if you already work in a large organisation, you might be familiar with most of them”

1. Speed Bumps: Install speed bumpers on internal roads to ensure compliance with speed limits.
2. Mandatory Check-In: Link check-in systems to building access, ensuring no one can enter without checking in.
3. Visitor Budgets: Require visitor badges for building access to prevent unannounced entries.
4. Surveillance Cameras: Use cameras to monitor activities and prevent disputes.
5. Call and Print Monitoring: Track phone calls and printer use by assigning specific codes to employees.

These measures can be extended to waste management, refreshment access, and break times, tailored to fit the nature of the organisation and the profile of its employees.

Preventing Negative Behaviours

Organisations should also create environments that prevent gossip, harassment, disrespect, and data leaks. Here are some ideas:

1. HR Meetings: Ensure HR meetings include three participants and are recorded.
2. Written Notices: Require all notices and warnings to be in writing.
3. Agenda for Meetings: Conduct meetings only with a preset and announced agenda.
4. Documentation: Provide written work instructions and follow up meetings with minutes or recordings.
5. Information Management: Implement information management systems with restricted access.
6. Transparent Salary and Bonus Schemes: Maintain clear, known salary scales and bonus schemes.
7. Avoid Special Arrangements: Ensure fairness by avoiding special deals or exceptions.

Conclusion

These examples illustrate how to create environments that naturally enforce rules, reducing the need for constant monitoring. It’s up to the organisation’s leaders and HR departments to customise these strategies to align with their specific needs and objectives. By doing so, they can foster a work culture where following rules becomes second nature, enhancing overall performance and harmony.

Dr. Youssef Lamaa