Do Companies Still Need a Printed Code of Conduct?

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employee handbookJoe Murphy 2By Joe Murphy, JD, CCEP, CCEP-I
Compliance Strategists

Do you think the time has come when companies no longer need paper versions of their codes of conduct?  Is it now enough to have the code only be online, and not in paper form?  Certainly an online code allows you to do many good things, like having links to other sources.

I heard one company compliance person report that his online code has links to video snippets of senior executives discussing each of the company’s values.  Do you think that is enough, or will there still be groups or occasions that call for a printed code?

Cheers,  Joe Murphy, CCEP

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7 COMMENTS

  1. Companies need codes in whatever format employees can regularly access and use. Online codes may work in a tech companies but probably not in others where employees do not have regular access to computers: retail, mining, agriculture, oil services come to mind. As codes are enabled on smartphone, this will help with field-based employees to some degree. But a company’s first priority with the code should be to ensure employees receive it and can easily access it when needed–otherwise, it really doesn’t serve any viable purpose.

  2. I agree with Jason. We have our code of conduct posted internally on a shared drive as well as our website (the code is also available to the public), but we have over 1,400 employees who do not regularly use a computer in their job function so having it available in paper is critical for us. Even staff who use computers daily receive a hard copy at their new hire orientation. After that they are free to access it on line or request emailed copies anytime.

  3. I like a written code that can also be posted electronically. I believe employees need to attest to reading, understanding and complying with the code in an annual pledge. I believe a pledge of this nature helps cement commitment and underpins discipline if (unfortunately) it becomes necessary. Dan Ariely covers the value of written acknowledgements in his excellent book, The (Honest) Truth About Dishonesty.

  4. Yes – still need printed for all the reasons cited above, plus generational differences. Baby boomers generally prefer printed over online. We have one boomer at the office who still prints every email he receives (even the ones with the one word reply) and then he reads them. The trees hate him.
    I have my computer in-front of me, but I still love reaching for my booklet and flipping through the pages most of the time. There’s something about holding the booklet that gives me a gestalt versus only staring at one page at a time.
    Don’t get me wrong. I think online versions are essential – especially if they have links to media resources. But companies should always have hard copies available. What if you’re having an ethical dilemma and the power goes out?

    • Online data is surely convenient in the information age provided he issue of accessibility is guaranteed. As Jason alluded, this may however not be convenient for industries where the connectivity is not guaranteed by reasons of spread. I will support the printed code particularly in Africa and again where employers have to prove that the CC is in place and communicated to employees and third parties and sometimes even received by them e.g. at the time of employment.

  5. I will agree with most of the previous writers that Codes need to be available in whatever format that can be easily accessible to all staff including paper format. One important factor to remember technology is not perfect and can flip at anytime; on the other hand paper is always the “old faithful”. While I support the arguement for online access being easier now than several decades ago as well as being more eco-friendly, physically pasting codes around the workplace is a deliberate and an unconsious reminder of its existence and need for adherence. An advantage which may be lacking with just an online access as most employees would not go logging in to check on the CC everyday except its a mandatory screensaver or login page.

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