Ethics Manual

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ETHICS MANUAL

Code of Business Conduct- To Act with Integrity All Over the World

Company Real Things and the Right Way

  • Acting with integrity

  • Ensure honesty

  • Abide with the rules and regulations

  • Comply with the company codes

  • Ensure accountability

The X Company

We operate in environment where public trust and level of confidencewithin the business are lower. We at X Company take the pride to workin the best and most admired business in the globe. This reputationhas been maintained for years with the rich culture of ethicalconduct and level of integrity. Company X business has been developedunder trust and reputation. This cause effect on how clients regardour products and service with consideration of how shareholdersperceive the investment made. Our business success largely depends onthe reputation and hence everyone has to place more efforts ofpreserving the reputation (Valentine &amp Fleischman, 2008).

To act with integrity is much related to maintenance of companyreputation and image and avoidance of legal issues. It will be muchon how to sustain a better place where everyone is proud to work.Eventually, it will be much on understanding that everyone do theright and expected thing. This indicates that, one has to acthonestly and treat each other and the company customers, suppliers,partners and the consumer with dignity and on a fair ground.

The business code of ethics is the main guide for appropriateconduct. It will be set with other Company guidelines such as theWorkplace Policies with set standards that ensure everyone does theright thing. Employees need to stay with the company’s currentethical trainings (Valentine &amp Fleischman, 2008).

To Act with Integrity All Over the World

Aspect of integrity is significant to Company X. Integrity will movealong with the company, other core values that are particularly onleadership, collaboration, passion, quality, accountability anddiversity. Generally, to the company, integrity defines how to do theright thing. Acting with integrity will take reflection of positivevalues and reputation of the company in everywhere we operate.

We are dedicated towards doing the right thing for the X Company andourselves. Hence, the Code of Business Conduct will guide us.Generally, the Code assists in defining how the company employees areexpected to conduct themselves as the key representatives of Xcompany. It addresses the company responsibilities to others,customers, consumers, governments and suppliers (Valentine &ampFleischman, 2008).

Everyone is expected to understand the company codes. As well, theyare expected to comply with the code and the laws while applying goodjudgment and avoiding improper conducts.

Everyone needs to consider his or her actions and ask for guidancewhere appropriate. In case one has doubts about the course of conductone needs to evaluate the following:

Is the action consistent with the company code?

Is the action ethical?

Is the action legal?

What Is Expected From Everyone?

Within the company, everyone is expected to promote a culture ofcompliance and ethics. Company managers need to be the model of thebest conduct. As a company manager, one should:

  • Make sure that all employees supervised have an understanding of their own responsibilities set under the company Code and Company policies

  • Create opportunities to address Code and strengthen importance of having ethics and compliance policies for the employees.

  • Address conduct in connection to the Code together with other Company policies mainly when making employees’ evaluation.

  • Not to encourage employees to achieve business success at expense of the business ethical conduct or compliance to the code of law.

  • Act towards stopping any violation of Code or the Conduct (Valentine &amp Fleischman, 2008).

Training

In case of new employees hire, every employee will be expected tocomplete the company ethics training program that will have toaddress all topics that are deemed as appropriate. The companytraining executives will be responsible for the development, creationand updating the course and monitoring the employee compliance. Allthe company employees will be expected to pass the test afterunderstanding the ethical training. In case an employee will fail thetest, they shall be expected to review and study all material untilthey attain success in the test. The company course content will varyto ensure it will accommodate the differentiated levels of employeesand other differentiated line of business. However, every course willhave to contain materials of all ethical subjects that are applicablefor the employees (Valentine &amp Fleischman, 2008).

As well, employees will be expected to receive training and educationrelated to the pertinent subjects among them sexual harassments,policies and procedures for job applications and other subjectmatters that are required by the law. Additionally, all professionalemployees within the company will be expected to take part in thetraining and education to maintain current license (Kaptein,2009).

Monitoring Employee Misconduct

At X Company, all new employees will beinformed about the company rules, policies and procedure and theywill be expected to sign the document of acknowledgment. However, thedocument will not satisfy company legal obligations especially onmonitoring, reporting and auditing process of misconducts before anemployee is fired or disciplined for violation of policies. As acompany, we will first have to undertake thorough steps to monitorthe misconduct (Kaptein, 2009).

Within the company, we will establish an opendoor policy where company employees will be allowed to talk to thecompany human resource executives confidentially about any incidentthat will have a direct involvement to the incident witnessed.Employees of the company need to report the incident of sexualharassment and discrimination, abuse of company resources, hostileworking environment or violation of company policies or anyprofessional misconduct by the employees while dealing with companystakeholders.

The company needs to document all comments andevidence that are related to complaints or any alleged incident andnoting that the employees was never disciplined there before.Hold interviews with other company supervisors and co-workers byfacing the accused person. As well, review the actions that were notundertaken against the employee after such misconduct (Kaptein,2009).

Finally, there is the need to present all the findings of themisconduct alongside employee’s performance and discipline recordsof persons accused. Conduct review of whether the organization hasundertaken the best steps that will educate all staffs on the bestpolicies that are undertaken. In case an employee is issued withverbal warning, it needs to be documented against the policy breached(Kaptein, 2009).

Reporting Employee Misconduct

To implement the company strong ethics andcompliance program has taken diligence and creativity process.Company X has launched a successful program that is thorough, wellpromoted with support from the management. It has been endorsed byall employees and company executives (Valentine &ampFleischman, 2008).

One main reason to why employees may not reportmuch about misconducts based on aspect that they do not know who toapproach and where to report (Kaptein, 2009). The company willset a success program that will ensure employees are:

  • Quite aware of the option to report

  • Have various methods of reporting

  • Well trained about the code of conduct and the type of behavior to be reported

  • Well assured on the negative costs

Company X will apply role-playing where it will demonstrate on thetype of behaviors that are unethical (need to be reported) and emergeas excellent tool that will reinforce the company code. As well, itwill be significant to offer e-training where the company will haveto incorporate issues that that are unethical to the business.Applying sanitized cases is a better way of demonstrating andclarifying nature of misconduct that need to be reported. They may bepart of corporate newsletters that will be uploaded via intranet orposted in the staff room. To support the program, there will be needto have visible posters and distributed wallet cards with contactinformation (Kaptein, 2009).

One best way for the company to encourage staff reporting is to offerthem options. A hotline will be a good idea but setting multipleother reporting methods will be better. Some other best options inthis case will be use of web portal, fax, and customized emailaddress and suggestion box placed within staff room (Kaptein,2009). In case an employee is not comfortable to directly report tothe supervisor or the company human resource, there will be analternative solution to ensure that all complaints are broughtforward.

Anti-retaliation policies are part of the company code of conduct.Within the company, no retaliation will be tolerated at any level.This is crucial to maintain successful program, with support to thecompany key goals of maintain culture of integrity (Kaptein,2009).

Auditing the Ethics Program

Ethics audit need to start with comparisonbetween the actual employee behaviors and the guidance to theemployee behavior that are developed on policies and procedures.There is the need to develop ethics related policies and proceduresto make it easier for the comparisons. Developing the ethic metricswill not be related to the normal financial and operational auditsmetrics but will have to run smoothly after placing tangible ethicmeasures. The company needs to consider how to add ethics goals tothe annual performance reviews on possible places and tiecompensation on the ethical behaviors (Kaptein, 2009).

It will be significant for the company tocreate a cross functional team. It will have to include the companyhuman resource manager who is familiar with the business unitaudited. The Company Ethic Audit Team will include ethics andcompliance manager as well as legal managers and internal auditors.It will be significant if the company will keep an eye onimprovements of other opportunities and share with the appropriatecolleagues. Finally, there is the need to respond and communicatewhile disciplining the ethics violators with a complete accord ofpolicies and procedures on code of conduct.

References:

Kaptein, M. (2009). Ethics programs and ethical culture: A next stepin unraveling their multi-faceted relationship. Journal ofBusiness Ethics, 89(2), 261-281.

Valentine, S., &amp Fleischman, G. (2008). Ethics programs,perceived corporate social responsibility and job satisfaction.Journal of business ethics, 77(2), 159-172.