Even Where Autonomy Rules, Sometimes Policies Work Best
A few months ago, I advocated eliminating a traditional paid time off (PTO) policy in favor of no policy at all, and otherwise embracing a freedom-intensive system that fosters workplace autonomy in combination with responsibility. In other words, eliminate the rules, regulations and policies, as well as the associated administrative burdens, in favor of treating employees like responsible, mature professionals who know what it takes to get the job done and act accordingly. That said, sometimes a good old-fashioned policy works best. Take our Inclement Weather Policy, for example. First, let me provide a little history behind this policy. During the first week of February 2011, Dallas was hit with a major ice storm (well, major for Dallas). The firm was still relatively new at that time, so we had no Inclement Weather Policy. Each morning that week, all of the partners diligently woke up early to watch the news and form an opinion about whether we should open the office that day, and if so, at what time. Then we spent about an hour exchanging emails with each other to reach a consensus and determine which one of us would communicate the decision to the firm. Meanwhile, the employees were in limbo, not knowing whether to venture into the office or not. That process continued for 5 straight days, and we ultimately decided to keep the office closed each day that week.
Following that "less than ideal" process, we took the initiative to develop a simple, objective, easy to understand Inclement Weather Policy during one of our weekly partner lunches, and I documented the policy. In short, the policy states that the firm will follow the actions of the Dallas Independent School District (DISD) in the case of inclement weather. If DISD is closed, the firm's office will be closed. If DISD opens late, the firm's office will open late too.
Flash forward nearly two years to the beginning of December 2013 when the next big winter weather event hit Dallas. What a relief it was to simply dust off our Inclement Weather Policy and send it out to all employees in advance of the storm so that everyone would know exactly what to do without the partners having to make the call each day based on subjective information.
So, when is a good old-fashioned policy a welcome addition to a freedom-intensive culture? As a general rule, I suggest implementing policies to provide clarity to the organization and simplify management decisions for periodic, infrequent or rarely occurring events, and especially events that can disrupt normal operations.
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