A new hire in a remote setting starts sharing internal documents with external vendors, unaware of the company’s confidentiality policies. Without a clear code of conduct, they unintentionally breach protocols, leading to potential security risks and strained professional relationships.
This scenario underscores the importance of an employee code of conduct—it establishes clear expectations, minimizes risks, and ensures behaviors align with company values.
In this blog, we’ll explore why a strong code of conduct matters and how it can align with your company values to support a respectful, responsible work environment. 👥
How to Write an Employee Code of Conduct + Examples
Summarize this article for me please⏰ 60-Second Summary
To create an employee code of conduct, follow the steps below:
1: Identify the content
- Outline key topics like job duties, company values, communication standards, and resource use
- Include important policies on work hours, handling company property, dress code, and more
2: Draft the employee code of conduct document
- Write a clear, concise draft with real-life examples
- Use straightforward language to make expectations easy to understand
3: Collaborate with stakeholders
- Use ClickUp Docs to create and edit the draft with input from team members
- Assign comments to specific people for focused feedback
4: Refine the document
- Use ClickUp Brain to refine language, grammar, and style for clarity and professionalism
5: Use templates for efficiency and accuracy
- Start with HR templates by ClickUp for a strong foundation
- Customize the template to reflect your company’s unique policies
6: Conduct final reviews and solicit feedback
- Share the draft in ClickUp Docs for feedback from stakeholders
- Make revisions directly within the document for transparent collaboration
7: Finalize the document and update it periodically
Set a schedule to review and update the document as needed using ClickUp Tasks
Distribute the final code of conduct to employees using ClickUp Docs
Summarize this article for me pleaseUnderstanding the Employee Code of Conduct
An employee code of conduct is a set of guidelines that outlines the expected behaviors, values, and ethical standards for employees within a company.
Think of it as your go-to resource for maintaining professionalism, resolving conflicts, and safeguarding company assets. A solid code of conduct provides clarity, reduces risks, and promotes a culture of respect and accountability.
Typically, the Human Resources department, in collaboration with senior leadership, drafts the employee code of conduct. HR professionals ensure the legal document aligns with company values and legal requirements, while leaders provide insight into the company’s culture and behavioral standards.
Depending on the company’s size, a cross-functional team might be involved to ensure the code of conduct reflects all perspectives.
What should be included in a code of conduct?
A well-rounded employee code of conduct should cover several key areas:
- Behavioral expectations: Outlines the actions expected from employees in terms of professionalism, respect, and integrity
- Company values and culture: Defines how employees should embody the core principles that shape the organization
- Conflict resolution: Provides constructive methods for employees to handle disagreements and disputes
- Confidentiality: Sets guidelines for safeguarding sensitive information, intellectual property, and company assets
- Compliance and legal obligations: Establishes clear expectations for adhering to laws, regulations, and company policies
🧠 Fun Fact: IBM’s ‘Business Conduct Guidelines’ is one of the oldest codes of conduct in the corporate world, first established in 1960.
What are the key benefits of implementing a code of conduct?
Having a comprehensive code of conduct in place brings several benefits to both employees and the company:
- Promotes a positive work environment: Helps employees understand and respect workplace values, leading to stronger teamwork and morale
- Reduces risks: Prevents unethical behavior and reduces legal risks by ensuring compliance with laws and regulations
- Clarifies expectations: Provides clear guidelines that help employees understand what’s expected of them, reducing confusion and ambiguity
Summarize this article for me pleaseSteps to Write an Effective Employee Code of Conduct
A great employee code of conduct reflects your company’s values and sets clear guidelines for behavior.
If you’re wondering how to get started, the ClickUp Human Resources Software can make the whole process smoother. With ClickUp, you can easily organize your ideas, get feedback from team leads, and make sure your final draft is accessible to everyone.
Here’s how to write a code of conduct that’s effective and actually aligns with your team. 👇
Identify the content to include
Begin by listing the key elements in your code of conduct. Think about the values and behaviors that define your company culture.
Topics may include respectful communication, conflict management, confidentiality protection, and appropriate usage of company resources.
You can use ClickUp Docs to gather input from various team members and create a collaborative draft of this outline.
Since Docs are living documents, you can easily make updates as the draft evolves.
🔍 Did You Know? Amgen integrates its organizational values into its code of conduct, emphasizing transparency and ethical decision-making. The code also contains scenario-based Q&As to help employees apply ethical principles in real-world situations.
Create a rough draft
With your main topics outlined, start drafting the company code of conduct.
Use clear, straightforward language to ensure everyone understands expectations. Aim to be concise but comprehensive, giving specific examples of acceptable behavior.
ClickUp Brain can be a valuable tool here. It is an AI-powered assistant built into your workspace that analyzes your writing and offers suggestions to improve clarity, grammar, and style.
This tool polishes your draft so it’s professional yet approachable, ensuring the document is easy for employees to read and understand.
👀 Bonus: Learn more about using AI for documentation to streamline content creation, improve accuracy, and save time.
Use a template for structure
If you’re looking for a jumpstart, consider using HR templates. These templates give you a strong foundation, covering essential policies and guidelines while allowing you to tailor each section to fit your company’s unique culture.
Starting with an employee handbook template saves time and helps ensure you don’t overlook important details.
The ClickUp Employee Handbook Template makes onboarding new hires easier while laying out essential company policies. It’s structured to help you create a comprehensive document that fits your company’s needs.
The template covers all the essentials, like Standards of Conduct, Team Policies, and Dress Code, along with often-overlooked topics such as Work Hours and Communication Policies. You can copy and paste your existing policies directly or tweak them by adding or removing sections.
One standout feature is the ability to boost engagement with visuals. Add GIFs, charts, or images to make the handbook more appealing and easier to navigate.
You can also create a Table of Contents that lets readers jump to specific sections—perfect for new employees looking for quick answers.
👀 Bonus: Explore employee handbook examples to understand better how to structure your own.
Review and refine the draft
Once you have a draft, use Docs to share it with relevant stakeholders for feedback.
Since Docs are shareable, you can quickly gather input and make necessary adjustments. This way, you’ll be able to keep everyone aligned and ensure the code of conduct accurately represents your company’s standards.
You can make revisions directly within the document; all changes will be tracked automatically. This helps keep everyone on the same page and allows for efficient, transparent collaboration.
To further streamline feedback, try ClickUp Assign Comments. It enables you to assign specific comments or tasks directly to colleagues within the document.
If a section needs additional input or revision, you can tag the relevant team member, and they’ll receive a direct notification to review or address it. This keeps everyone accountable and helps avoid miscommunication or delays, especially when collaborating with multiple departments.
💡 Pro Tip: To maintain consistency, create standard operating procedures (SOPs) that align with your employee code of conduct. For example, if your code emphasizes respectful communication, include steps in your SOPs to handle conflicts professionally.
Deliver the final version to employees
Once the code of conduct is finalized, it’s time to distribute it.
With Docs, you can share the document with your team in just a few clicks. You can also track who has viewed or acknowledged the code, ensuring every employee knows the expectations.
💡 Pro Tip: HR teams should add an employee voice section to the code of conduct. This will give employees a clear way to share concerns, offer feedback, and contribute to shaping the workplace culture.
Regularly reevaluate and update the document
Your code of conduct should never be static.
As your company evolves, so should the guidelines you set for behavior. Regularly revisit the document to ensure it aligns with the company’s culture and any legal or industry changes.
To keep track of updates and guarantee everyone stays aligned, use ClickUp Tasks.
Create Tasks to review and revise the code of conduct regularly. Assign team members to specific tasks, set due dates, and track progress to keep the review process organized and timely.
You can attach the most recent code of conduct version directly to the task for easy access.
Employees might have reservations or confusion about certain guidelines in the code. Addressing these proactively fosters trust.
Example: Include a FAQ section in the document answering common queries such as:
- “What happens if I unknowingly violate the code?”
- “How can I report an incident anonymously?”
Drafting your code of conduct checklist
- Define core values and behaviors aligned with your company culture
- Collaborate with leadership and key departments for comprehensive input
- Use clear, jargon-free language that’s easy to understand
- Include real-world examples for better relatability
- Add specific policies for modern challenges (e.g., remote work, cybersecurity)
- Use ClickUp templates and AI tools to structure and refine the draft
- Gather feedback from stakeholders before finalizing
- Make the document accessible and easily shareable with employees
Summarize this article for me pleaseExamples of Employee Code of Conduct
A strong employee code of conduct sets clear expectations in several key areas, helping companies maintain a positive and productive workplace.
Here are a few examples of policies that can make a real difference. 🙌🏼
Conflict of interest
A code of conduct policy on conflict of interest sets clear boundaries to prevent employees from making decisions that could benefit their personal interests over the company’s. This ensures business decisions are based on the company’s best interests rather than external influences.
📌 Example: A financial services firm may establish a company policy that requires employees to disclose any financial interests in companies they do business with, such as owning stocks or having a family member employed by a partner organization.
Professionalism
A professionalism policy goes beyond showing up on time. It’s about creating a respectful and productive work environment.
A code of conduct might address respecting colleagues, avoiding disruptive behaviors, and maintaining a positive attitude, even in stressful situations.
📌 Example: A corporate office might include guidelines on appropriate communication styles, punctuality expectations, and dress code, specifying that employees should respond to emails within 24 hours and dress in business casual attire unless attending formal meetings.
Anti-harassment
A firm anti-harassment policy protects employees from discrimination or inappropriate behavior. The code of conduct might include a clear, zero-tolerance stance on harassment based on gender, race, sexual orientation, or other factors.
📌 Example: A tech company could implement a strict anti-harassment policy, specifying that harassment of any kind—verbal, physical, or digital—will result in immediate disciplinary action. The policy would also provide resources for employees to report incidents anonymously and receive support.
🔍 Did You Know? Starbucks’ Code of Conduct emphasizes a culture of respect, integrity, and accountability. It outlines expectations for work ethic, including honesty, respect for diversity, and compliance with laws.
Confidentiality
Confidentiality policies protect sensitive company and client information. A solid code of conduct would specify that employees must keep proprietary data confidential and not disclose it to unauthorized parties. This could include customer information, internal documents, and trade secrets.
Employees might also be asked to follow specific protocols when handling digital or paper records to maintain privacy and security.
📌 Example: A consulting firm might include a confidentiality clause in its code of conduct, requiring all employees to sign a non-disclosure agreement (NDA) and outlining strict penalties for any breach of client information.
Summarize this article for me pleaseCommon Pitfalls When Drafting a Code of Conduct
When creating an employee code of conduct, it’s easy to make mistakes that could undermine its effectiveness.
Here are some common pitfalls to avoid. ⚠️
Setting the inappropriate tone
The tone of your code of conduct matters. A harsh or overly formal tone can discourage employees from engaging with the document.
✅ Solution: Aim for a friendly yet professional tone that reflects your company’s values.
Example scenarios for modern workplace challenges
Expand the examples section with real-life, relatable scenarios, particularly for hybrid or remote work settings:
- Example for confidentiality: “During a team Zoom meeting, avoid screen sharing any sensitive data unless it’s necessary and approved for the discussion.”
- Example for communication: “In team Slack channels, maintain professionalism by avoiding personal arguments or inappropriate humor that might offend your colleagues.”
Being unrealistic in expectations
Setting overly strict or unrealistic expectations can make employees feel the guidelines are impossible to follow.
✅ Solution: Ensure your code of conduct is achievable and reflects what’s reasonable for the workplace.
Not providing enough direction
The vague language leaves too much room for interpretation. Employees should easily understand what’s expected of them.
✅ Solution: Provide specific examples of both acceptable and unacceptable behavior.
For example, ‘Employees should maintain appropriate attire at work’ is vague. Here’s how you can be more apparent:
Employees are expected to dress in business casual attire during work hours. Examples include:
- Acceptable: Collared shirts, blouses, slacks, knee-length skirts, closed-toe shoes
- Unacceptable: T-shirts with logos or slogans, ripped jeans, shorts, flip-flops
Failing to align with company culture and objectives
Your code of conduct should mirror your company’s culture and mission. If it doesn’t align with the day-to-day reality of your workplace, employees may not take it seriously.
✅ Solution: Use language and examples that resonate with employees’ everyday experiences and your HR goals.
For instance, instead of a blanket ban on internet usage, focus on responsible usage that encourages employees to access valuable online resources while maintaining productivity and respect for company time.
Overlooking key business activities
A good code of conduct addresses all areas of the business. Failing to cover critical activities, like handling confidential information or managing conflicts of interest, can create gaps and lead to confusion later.
✅ Solution: Collaborate with relevant departments to identify critical areas, then create clear guidelines with real-world examples that cover all necessary aspects of the business.
📖 Also Read: 10 Best Employee Handbook Software for HR Teams
Summarize this article for me pleaseCommunicating and Enforcing the Code of Conduct
Having a clear code of conduct is only the first step. The real challenge? Making sure everyone understands it and follows it consistently.
Let’s dive into how to make the code of conduct part of your organization’s everyday culture. 🤝
Effective communication
Begin by introducing the code during onboarding and making it easy to access. Encourage ongoing conversations in team meetings and provide regular reminders through emails or internal communications.
The key is clarity and making sure everyone understands the expectations.
Enforcement strategies
Consistency is essential when enforcing the code. Establish clear procedures for reporting violations and make sure disciplinary actions are consistent and fair.
Create a process that ensures employees know what to expect when a violation occurs.
🧠 Fun Fact: The concept of a code of conduct dates back to ancient civilizations. The earliest known code is the Code of Ur-Nammu from Mesopotamia, which set standards for fair conduct among citizens around 2100 BCE.
Handling violations
When a violation happens, handle it promptly and with transparency. Investigate thoroughly, focusing on corrective actions.
You must ensure employees know the process is fair and unbiased to maintain trust within the organization.
📖 Also Read: How to Write an Employee Handbook
Summarize this article for me pleaseYour Next Steps for a Strong Code of Conduct With ClickUp
Building an employee code of conduct helps lay the groundwork for a respectful, connected workplace. When everyone understands the expectations and sees how they align with the company’s core values, they feel more confident and motivated to bring their best.
With ClickUp, drafting, refining, and sharing this document becomes a smoother, more collaborative process. Its document-editing tools allow HR teams to draft and update guidelines, gather input in real time, and easily share the final version across the organization.
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