For small businesses in Canada, HR policies should align with federal and provincial employment laws. Prioritizing the following top five HR policies ensures legal compliance, fosters a positive workplace, and mitigates risks:
- Workplace Harassment and Discrimination Policy
Comply with Canada’s Human Rights Acts and workplace safety regulations, this policy helps prevent and address harassment or discrimination in the workplace.
- Key elements:
- Definition and examples of harassment and discrimination.
- Reporting procedures and timelines for resolution.
- Commitment to confidentiality and non-retaliation.
- Compliance with federal and provincial legislation (e.g., Ontario’s Bill 132 or BC’s Workers Compensation Act).
- Employment Standards and Leave Policies
Ensures compliance with Employment Standards Acts (ESAs) in various provinces, covering minimum wage, overtime, and statutory leave entitlements.
- Key elements:
- Hours of work, breaks, and overtime rules.
- Vacation leave, public holiday entitlements, and sick leave.
- Family-related leaves (e.g., parental or bereavement leave).
- Health and Safety Policy
Required under Canada’s Occupational Health and Safety (OHS) laws, this policy protects employee well-being and reduces liability.
- Key elements:
- Steps to report workplace hazards or injuries.
- Emergency preparedness and response plans.
- Training requirements for employees and managers.
- Mental health resources (recommended by OHS updates).
- Confidentiality and Privacy Policy
Complies with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial privacy laws (e.g., BC’s PIPA or Quebec’s Act Respecting the Protection of Personal Information).
- Key elements:
- Guidelines for handling personal and business data.
- Consequences for data breaches or unauthorized disclosures.
- Employee rights regarding their information.
- Code of Conduct
Defines expected workplace behavior and promotes a cohesive company culture.
- Key elements:
- Professionalism, teamwork, and ethical behavior expectations.
- Policies on absenteeism, punctuality, and use of company property.
- Consequences for misconduct or breaches of the code.
These five policies establish a strong foundation for legal compliance and operational stability in Canada’s regulatory environment. Ensure that all policies are communicated clearly, reviewed periodically, and tailored to meet the specific needs of the province(s) in which the business operates.
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