Ask HR: Make a Compelling Case to Implement New Policies

SHRM President and Chief Executive Officer Johnny C. Taylor, Jr., SHRM-SCP, answers HR questions each week.

Do you have an HR or work-related question you’d like him to answer? Submit it here.

I was hired as an HR manager at a small construction company, where they have made policy decisions without an HR presence for almost five years. Everything has always been addressed on a case-by-case basis, so the need for policies, in upper management’s eyes, is nonexistent. How do I show upper management that having up-to-date policies and systems is better than treating employee issues and questions case by case? —Ellen 

Congratulations on stepping into your new role! Transitioning a company from case-by-case management to structured policies can be challenging, but it’s also an opportunity to create lasting, positive change. Here’s how you can approach the situation most effectively:

1. Emphasize the value of consistency. 

• Fairness and transparency: Policies ensure fair and consistent treatment, fostering trust and morale. For example, clear policies on promotions and disciplinary actions reduce perceptions of favoritism.
• Scalability: As the company grows, addressing issues on a case-by-case basis becomes unmanageable. Having policies in place now avoids chaos later and provides a solid foundation for scaling operations.

2. Highlight legal and financial protection.

• Compliance: Point out that clear policies help the company stay compliant with labor laws and reduce risks related to claims of discrimination, harassment, and wrongful termination. Share examples of potential costs for noncompliance, such as legal fees, fines, and reputational damage.
• Documentation: Policies create a paper trail that can protect the company in disputes or audit.

3. Present policies as time-savers.

• Efficiency: Addressing each issue individually takes time and resources. Policies act as a guide, enabling quicker decisions and freeing up leadership for more high-level and strategic tasks.
• Streamlined onboarding: Policies make understanding expectations easier for new employees, reducing onboarding time and confusion.

4. Use data and examples.

• Real-life scenarios: Share examples of how other companies in the construction industry benefit from clear policies. Include anecdotes about avoiding costly mistakes and improving employee retention
• ROI of updated systems: For systems such as an HRIS (Human Resource Information System), provide data showing return on investment and long-term savings. For instance, you can mention that modern HR systems improve efficiency, reduce errors, and enhance employee experience, all contributing to better business outcomes.

5. Take a collaborative approach.

• Involve leadership: Engage upper management by asking for their input on priorities and goals. Frame policies as tools to achieve organizational objectives rather than as constraints
• Pilot programs: Suggest rolling out one or two key policies first—perhaps related to safety or performance management—to demonstrate their impact before expanding further.

6. Provide visuals and documentation.

• Create a comparison chart: The current, case-by-case approach versus a new policy-driven approach. Highlight the benefits in terms of fairness, legal compliance, time savings, and employee satisfaction.
• Use presentations or reports: They can clearly outline your recommendations, as well as the potential risks of not having policies in place.

By positioning policies and systems as tools to enhance efficiency, protect the company, and support growth, you’re more likely to gain buy-in from leadership. They hired you for your HR expertise—confidently share your insights and show how these changes align with the company’s long-term success. Highlight how having effective workplace strategies can empower business productivity and employee performance.

Best of luck in this exciting new chapter!