Posts Tagged ‘Covid-19’
Policy Handbook – Your single source of truth for remote and hybrid work
The Revolution Is Here
Remote and hybrid work are no longer experiments born of the pandemic – they’re the standard across industries. Staff/kaimahi expect flexibility, organisations rely on digital collaboration, and AI tools are increasingly part of daily workflows.
Even if your organisation hasn’t formally adopted AI, it’s almost certain that staff are already using it informally – what’s often called shadow AI. From drafting emails with Copilot to transcribing meetings with Otter.ai, these tools are being used for work purposes whether or not policies exist. That reality carries risks, and it should be a wake‑up call for leaders to get ahead of governance.
Why Your Handbook Matters More Than Ever
Sid Sijbrandij, CEO and co‑founder of GitLab, famously called the organisational handbook the “single source of truth.” For distributed teams, it’s the bible of the organisation: mission, values, policies, processes, training, and communication tools all in one place.
Today, that handbook must go further. It needs to cover:
- Hybrid work practices – onboarding, supervision, wellbeing, and performance in flexible settings.
- AI governance – not just for formal adoption, but to address shadow AI use that’s already happening.
- Cybersecurity and privacy – protecting staff and client data in digital environments.
- Compliance and regulation – ensuring your organisation meets evolving standards across Aotearoa New Zealand and Australia.
Without this foundation, staff will lack guidance and may end up impeded rather than empowered. Organisations risk confusion, inefficiency, or even regulatory breaches.
Two Ways to Build Your Handbook
At The Policy Place, we recognise that organisations have different needs and resources. That’s why we offer two approaches:
1. Bespoke one‑off handbook
- Tailored to your organisation’s mission, values, and compliance requirements.
- Delivered as a complete resource you can use immediately.
- Ideal for organisations that want a fixed, customised reference without ongoing updates.
2. Online suite of policies and guidance
- A dynamic, accessible platform that staff can reach anytime, anywhere.
- Includes policies, procedures, and additional tools such as checklists, forms, and templates.
- Designed for continuous improvement, with scheduled reviews and updates when regulations or technologies change.
- Perfect for organisations that want a living, iterative resource aligned with hybrid work and emerging AI use.
Shadow AI: The Hidden Risk
Even if your organisation hasn’t formally adopted AI, shadow AI use is already here. Staff may be using transcription tools, chatbots, or generative platforms without oversight. That creates risks around:
- Data privacy – sensitive information being entered into external tools.
- Accuracy and defensibility – outputs that may be flawed or non‑compliant.
- Equity and cultural safety – tools that don’t reflect organisational values or obligations.
Your handbook should explicitly address these risks, setting boundaries and guidance so staff know what’s acceptable and what isn’t.
How The Policy Place Helps
Whether you need a bespoke one‑off handbook or a living online suite of policies and guidance, The Policy Place helps organisations in Aotearoa and Australia build compliance‑driven, AI‑ready frameworks. We ensure your handbook empowers staff, meets compliance obligations, and adapts to the realities of hybrid work and shadow AI use.
Frequently Asked Questions (FAQ)
What is shadow AI?
Shadow AI refers to staff using AI tools informally – without official approval or policies. Examples include using transcription apps, generative chatbots, or AI writing assistants to complete work tasks. While often helpful, shadow AI carries risks around privacy, compliance, and accuracy for organisations.
Why does my organisation need AI policies if we haven’t formally adopted AI?
Even if your organisation hasn’t rolled out AI tools, kaimahi/staff are likely to be already using them. Without clear policies, this use is unmanaged and potentially risky. A handbook or policy suite ensures staff know what’s acceptable, protects sensitive data, and keeps your organisation compliant.
How can a handbook help manage AI risks?
A handbook provides a single source of truth. It sets boundaries for AI use, outlines compliance requirements, and gives staff practical guidance. Whether bespoke or online, it helps organisations move from unmanaged shadow AI to responsible, defensible adoption.
Is AI business as usual in New Zealand workplaces?
Not yet. Many organisations are cautious, but AI use is increasing – both formally and informally. Shadow AI means it’s already part of daily work, even if not officially recognised. That makes proactive governance essential.
What’s the difference between a bespoke handbook and an online policy suite?
- Bespoke handbook: A one‑off, tailored resource that reflects your organisation’s mission, values, and compliance needs.
- Online policy suite: A dynamic, accessible platform with policies, checklists, forms, and templates. It’s updated regularly to reflect regulatory changes and evolving technologies like AI.
How your policy and procedure can bridge the vaccination divide
Covid-19 vaccination is going to be the light at the end of the long pandemic tunnel. In Aotearoa/New Zealand we now have a guide about when we are likely to enter the light.
But is it the light? As vaccinations start to roll out, there’s more public debate about the consequences of not getting vaccinated.
Big issues to resolve
Are we now going to be divided by regulations for vaccinated and non-vaccinated people? What about the ethical and social issues involved?
It’s not looking pretty if we’re facing a future of sanctioned “haves” and “have nots”. Yet, a future with more illness and deaths from Covid-19 and the consequent need for more controls and restrictions in the workplace and other areas looks equally dire.
There’s a lot of issues to resolve. Public discussion about social and legal regulation associated with Covid-19 vaccinations is likely to therefore continue for some time.
Workplace issues
Meantime, it’s important that NZ workplaces continue to use pandemic controls. Social distancing and hygiene practices should be adhered to regardless of vaccination status.
It’s also important that workplaces involved in frontline delivery of health and social services get their policies and procedures on vaccination sorted. Last time, we posted some suggestions for what should be covered in your workplace vaccination policy and procedure.
Today, given the prospect of social divides around vaccination, we suggest that another big challenge for your policy and procedure is to address the risks of division and acrimony in the workplace around vaccinations.
Tips
Our 3 tips for your workplace vaccination policy are to:
- take a risk-based approach so that any requirements for vaccination will be justified by reference to likely health effects
- support kaimahi/staff to make their decisions on an informed basis
- communicate with kaimahi/staff from beginning to end about the policy. Be open to feedback and to the possibility of making adjustments and changes as you go along.
There’s enough division in the world already. Workplaces have often been a microcosm of social divides. We need to learn from past mistakes, not repeat them.
So be deliberative with your workplace policy. Yes, prioritise the safety of staff and clients. But don’t forget how important our relationships, social cohesion, and respect for rights are.
Have fun
It’s always a challenge to get the balance right with policies and procedures. But that’s the fun factor of doing policy work for us at the Policy Place (yes we are policy geeks.)
If policy isn’t your thing but you need your workplace vaccination policy done or need all your policies and procedures reviewed and updated, contact us. Choose to be free to focus on what you do best and love and to let us do your policies and procedures.
9 policy and procedure areas to cover off for COVID- 19
Good policies and procedures can help you steer the course – keep you on track with your compliance and guard against panicked decision making in a time of emergency.
Are all policies and procedures equally important in a time of emergency?
Not all. Here’s what we prioritise.
Compliance
Policies and procedures addressing compliance with regulations and standards. These are the “must dos”. They can help you decide what and how you might pare back to save money and if need be, make changes to how you operate.
Pandemic policy/plan
An obvious policy.
As indicated by the recent resurgence of COVID-19 in Tamaki Makaurau/Auckland, the plan needs to be robust enough to support flexible and quick responses to changing Alert levels. If your plan is based on a linear trajectory, it should be updated accordingly.
While you’re at it, check that your plan is consistent with the legislated requirements for contact tracing, restrictions on movements and physical distancing.
Staff at risk of infection
The situation of staff in this circumstance can be part of a pandemic or leave policy or because of its high-interest value, as a separate policy. The status of and responses to staff in the following circumstances should be clarified:
- staff exposed to infection through an event or personal contact (ie where increased risk)
- staff concerned about risk (but no indications of exposure)
- staff who may be especially vulnerable to infection because of a pre-existing condition, age etc
- staff are quarantined/required to self-isolate (may differentiate cases where it was forseeable/not forseeable)
- staff returning from international travel
- community lock-down.
Leave policy
Employees’ minimum leave entitlements are addressed in legislation. Organisations will have their own policy and procedure where leave is above the minimum and to outline how leave should be applied for etc.
Leave entitlements are especially important for staff when jobs start looking uncertain. It will also be pressing for staff at risk of infection, staff who become sick and those caring for dependents.
Your leave policy should address the application process for annual leave, sick leave, dependent/caregiver leave (may be added to or part of sick leave) and access to other leave – eg paid special leave; unpaid leave.
Flexible working policy
This policy should cover the relevant legal requirements eg that arrangements are requested and responded to, when formality might be waived and reasons why a request might be declined. It should cover options such as staff working on flexible schedules and in remote locations; recording variations to employment terms, clocking in and out, shared calendars and monitoring and review of arrangements.
Working from home policy
Working from home is a form of remote working. It could be part of your flexible working policy. However, its become a dominant way of working while in the pandemic so we think it warrants specific attention as a policy.
Your policy should cover expectations for how and when work is to be achieved, connection with the mothership (ie workplace and other colleagues), workplace hui; shared calendar and time recording; health and safety; roles and responsibilities. See here for help.
IT, privacy & communications policy
Most organisations will have policies about what’s acceptable/unacceptable use of email, online systems, software and social media. If staff are moving to remote working, it’s important that these policies cover roles and responsibilities, (eg for hardware, authorisations, arranging staff logins), safeguards for the transfer, use and recording of organisational and personal information and log in/access to online organisational resources including client management system and policies and procedures.
Diversity and inclusion
This may seem a surprising “must have” for Covid 19. It reflects the law (eg Human Rights Act; health and disability and social sector accreditation standards.)
We’ve included it here to counter the risks of xenophobia and exclusion. There have been instances of racist attacks related to Covid-19 and more recently, animosity towards returning citizens and residents. Yes, we’re concerned about health and safety. But this can not be at the expense of equality.
We all benefit from inclusive and welcoming work cultures where staff and others who may be infectious are supported and disinformation about the virus is rejected.
Delegations
If you’re a funded social or health service you’re required to have a delegations policy. At least, you should be able to evidence clear parameters around management versus governance functions and powers.
With Covid 19, it may be a good idea to think more extensively about delegations. For business continuity purposes, delegations should be in place and enable sufficient cover for when usual decision-makers are absent or become ill.
Ways you can address these areas
For those who’ve got it all covered, make sure your staff are aware of the policies. Enable their 24/7 access to your policies, procedures and other systems if they start to work remotely.
If you haven’t got them covered, it’s not too late. You can:
- amend your related policies to cover off the key areas
- develop and incorporate new procedures into existing policies
- contact us for help so it’s one less worry and there’s less stress.
For those into DIY, check out some of our other posts and these resources for help with drafting your policies:
- Your Single Source of Trust for Remote Working
- PSA Leave Advice to Managers
- The Practical Guide to working from home as a Team
- Crafting remote work, Flexible schedule and working from home policies
- Continuity and contingency planning
- COVID-19 Pandemic preparedness plan