Updating Workplace Policies: Why It Matters More Than You Think

Ever had that sinking feeling when something goes wrong at work and you’re suddenly searching through policies, trying to find answers, and wondering how you missed something so important?

You’re not alone.

Most small business owners do have workplace policies, but they’re often written once, saved in a folder, and barely looked at again - that is, until something happens.

So, how often should you be reviewing and updating your workplace policies? And why does it matter so much?

Why Bother Updating Workplace Policies at All?

You might be thinking, “If no one’s complained and things are running smoothly, why fix what’s not broken?"

Here’s why: policies aren’t just about putting out fires, they’re about setting expectations, reducing risk, and having a clear foundation to fall back on.

Updated policies mean:

• You're protected if disputes arise

• Everyone’s clear on what’s expected of them

• Your business is aligned with current legislation

• You can spot inefficiencies or outdated practices early

  
  

A Good Rule of Thumb: Review Once a Year

You don’t need to rewrite everything. But reviewing your policies once a year helps keep things relevant and compliant.

Have a read through them with fresh eyes and ask yourself:

• Is this still how we actually do things?

• Have there been changes to laws or awards?

• Does this reflect how we want to run our business today?

• Have any recent issues revealed gaps we need to fix?

  
  

Set a recurring reminder in your calendar, maybe at the start or end of the financial year, to block out time for a policy check up. It’s a simple way to stay ahead of problems before they surface.

When You Should Review Policies Sooner

While an annual check is great, there are moments when you shouldn't wait. Keep an eye out for these triggers:

• Legislation changes: Australia’s employment laws shift more than people realise. If you hear about a new ruling or Fair Work update, check how it impacts you.

• Internal complaints or disputes: If you’ve had a recent conflict or performance issue, review whether your policies covered it clearly enough.

• New technology or systems: Introduced remote work, time-tracking apps, or AI tools? Your policies should reflect how those are used.

• Rapid team growth: When your team scales quickly, the informal rules that worked with 3 people doesn't scale for 10+.

• Policy feels ignored: If people aren’t following a policy, chances are it’s either unclear, irrelevant, or outdated.

Don’t Just Update - Communicate

This one often gets missed. A lot of businesses update a policy, save it to the shared drive… and that’s it.

Your team needs to know about the updates. Better yet, involve them in the conversation.

That could look like:

• A short team meeting walking through what’s changed and why

• A quick summary email with links to the updated documents

• Adding a few minutes to onboarding sessions to reinforce the key policies

  
  

It shows your team that the policies aren’t just a formality, they’re there to support a fair, safe, and consistent workplace.

Policies Can Build Culture, Not Just Cover Risks

Here’s something most businesses don’t think about: your policies aren’t just about compliance, they’re one of the strongest tools you have to shape culture.

For example, let’s say you’re a strong believer in work-life balance. Does your policy around leave, flexibility, and after-hours communication reflect that?

Or if you value initiative and ownership, do your performance and feedback processes back that up?

Treat your policy reviews as a chance to align your business practices with the culture you want, not just the rules you need, so that your expectations and culture are in sync.

Keep It Simple

You don’t need a 30-page manual in legal-speak. Some of the best policies are short, simple, and written in plain English, much like how you’d explain things to your team face to face.

If you’re unsure where to start, begin with some core policies such as:

• Code of conduct

• Discrimination, Bullying, Harassment & Sexual Harassment

• Performance and disciplinary

• Leave and attendance

• Health and safety

• Social media and tech use

• Remote or flexible work (if applicable)

  
  

From there, you can build based on what’s relevant to your business.

Final Thoughts: A Small Step That Makes a Big Difference

Your HR policies aren’t just documents, they’re your safety net, your guidebook, and a reflection of the kind of workplace you want to build.

If you’re still working off a dusty set of policies from 2017, or you’ve never quite gotten around to documenting things properly, you’re not the only one.

We work with small business owners every day to create clear, practical, and easy-to-understand policies that suit how they actually work, not some generic corporate template.

If you’d like a second set of eyes on your current policies or help getting a solid set in place from scratch, we’d be happy to help.

Let’s take the guesswork out of it so you can get back to running your business confidently.

Book a free discovery call today. Let’s make HR the least of your worries. 

Get in Touch

Need help? Contact us today - sandra@hrconsultingtas.com.au or 0408 408 225  

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The content provided on this website serves as a general information resource on the subjects discussed, and should not be considered tailored to specific individual circumstances or a replacement for legal counsel. While we exert significant effort to ensure the accuracy of our information, HR Consulting TAS cannot ensure that all content on this website is consistently accurate, exhaustive, or current. Recommendations by HR Consulting TAS and any information acquired from this website should not be regarded as legal advice.