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Bullying & Harassment Workgroup

Project Plan

Project Title Bullying & Harassment Workgroup

Project Sponsor

Peter Gainsford - General Manager (CCB)

Project team Belinda Koytz Sustainability & Health Projects Coordinator Narelle Butler Manager Statutory Planning Vincent Conroy Place Management Coordinator Michael Scarpellino Assets Coordinator John Giannoulis Coordinator Garden Services Sarah Bovis Senior Communications Coordinator Joanne/Diane PA GM

Relevant Council Policies and

Documents

• Workplace Bullying & Harassment Policy 2004

• Draft workplace behavioural standards and expectations policy

• Insync Survey Results (April 2018)

• Executive Team Action Plan

Project scope – Brief description and timeline

Develop and implement a program to undertake a review of current practices and development policies and resources to assist in implementation of a Council wide education program resulting in the introduction of a new workplace behaviour policy

Within the scope Research

Project plan

Communications strategy

Graphic design communications/Communications resources

Staff and Stakeholder Consultation

Provide feedback on Draft Policy

Provide recommendations report for process and procedures

Funding available TBC

Outside scope

Risks Mitigation

Staff being dissatisfied with the

outcome of the project

Regular engagement and updates with staff

Opportunities to provide feedback

Project timeline

The December timeline is unrealistic for completion. A proposed timeline will be

developed and presented to executive

Nothing changes Training delivered to staff, adoption of updated processes and procedures and

communication of these changes to staff

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Internal Partners/ consultation

CCB Staff Member Area

Project Sponsor

Leadership Team

HR team

Staff

External Stakeholders

Organisation Name & Contact details

Families of staff (EAP)

External Facilitator

Internal/External Trainer

Behavioural Experts

Survey Experts

Policy Writing Experts

Association and Unions

KPI milestones

Phase Officer Timeline Status

Research

• Insync Survey Results (April 2018) All October 2018 Complete

• Present Executive Team Action Plan MB October 2018 Complete

• Outputs of Trust & Communication Workgroup to identify

overlaps/synergies

BK March 2019 Underway

• Review of all relevant documents, e.g. Code of Conduct; Current

Workplace Bullying Policy

All February 2019 Complete

• Review of current processes – Organise meeting with HR

✓ How are complaints currently managed? What is/was the

outcome? What worked? What didn’t work?

✓ How are new employees screened?

✓ Current interview questions – do they contain behavioural

questions?

✓ Job advertisements

✓ Job descriptions

✓ Composition of interview panels

BK January 2019 Complete

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✓ Performance Management of poor behaviour

• Case Studies All February 2019

• Other Council’s policies and processes All February 2019

• Are Social Club or Christmas Party activities included in the policy?

Should they be?

BK January 2019

Outputs

‘Elevator Speeches’

a) from Workgroup Sponsor (GM) to the organisation b) from Workgroup to peers

NB/ALL Finalise w/e 28th

Sept

Complete –

sent to GM

Vision ‘What does good like’? What does a bully-free organisation look like?

NB/ALL Finalise w/e 28th

Sept

Complete –

sent to GM

Communication Plans

a) from Workgroup to the Executive b) suggestions provided to the Executive Team for communication to the Organisation

ALL February 2019

Survey Results/Feedback Sessions – inform improved processes

Boxes to be located in staff rooms for feedback opportunities

ALL Ongoing

Recommendations report for Improved Processes & Procedures – with

the following considerations:

✓ Job Descriptions

✓ Job Ad’s

✓ Pre-Employment Screening

✓ Interview Questions and Panel

✓ Implementation of Probation for new employees

✓ Complaints Management

✓ Embed behavioural KPI’s

✓ Exit Interviews

✓ Dealing with ‘Collateral Damage’

✓ Communications

ALL February 2019 Draft

complete

Provide feedback on Draft Policy for Workplace Bullying and Harassment

All February 2019

Develop Engagement/Communications Plan – How to make ‘the improved’ part of the organisations ‘DNA’?

All March 2019

Deliver Communications Plan Ongoing

Rollout of new policy, processes and procedures to the organisation

TBC

Staff Training – organisational sessions delivered to staff

TBC

2018/19 Income & Expenditure

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Posting String -

Amount

including

GST Order Numbers

Amount

excluding GST Notes

Communication / consultation Actions Status

Stakeholders (e.g. Should be involved in project)

• Staff • Executive Team • Leadership Group • Union • Consultative Committee • Associations • HR • Council – for endorsement of policy • Families of staff (EAP) • External Facilitator • Internal/External Trainer • Behavioural Experts • Survey Experts • Policy Writing Experts

Actions proposed

Use generic engagement strategies – newspaper, fliers, articles)

• Re-branding of Policy and purpose, eg., not ‘Bullying Prevention Policy’ but ‘Workplace Behaviour Standards’.

• ‘Elevator Speech’ from GM at Employee Excellence Awards on 14 November 2018

• Newsletter Updates via Yammer and Email

• Screen Savers on Computers to be used to communicate principles of zero tolerance policy

• Suggestions/Ideas Box at the Depot and Marlborough Street to encourage staff to suggest improvements to current processes/policies etc

• Provide updates to Monthly Leadership Team Meetings particularly at milestones

• Regular meetings with other Workgroups, particularly to the Trust and Communication Group to check in and ensure that we are working cohesively

• Engage with LGNSW/SSROC HR Group for information and guidance

Key messages

Key preliminary messages

‘A safe, fair and equitable workplace with zero tolerance for bullying and harassment’

‘A great place to work’

‘An organisation that promotes appropriate workplace behaviour that represents the values of our

community

Communication tools: Yammer All staff email Noticeboards Screensavers Toolbox and Team meetings

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TASKS Date Task Sub-task Resp. Status /

Due Date Comment

September 2018

Develop Project Plan

Populate the project plan template and liaise with group, Lorraine and GM to finalise

BK

Develop communications Plan

Populate the project plan template with communication information

NB

October 2018

Review Policies Review policies available in other agencies, government and industry. (unis, education etc) Develop a well-defined policy that addresses recruitment as a priority

ALL

Agree on a Vision statement

Develop a vision statement for consideration by executive

NB/ALL

Draft Elevator message from GM

Develop an elevator speech NB

ID experts Identify experts who may assist in policy development, legal and psychology of bullying – USU and HR to assist

VC/LL

Develop Communications Plan

Develop graphics for posters and other communications CCB screen savers Message to consultative committee Executive/Leadership updates Meeting with other work groups Another survey/ Set suggestion boxes Develop communications to depot staff via toolbox meetings

VC VC VC BK/NB BK MS/JG ALL

Provide feedback on draft Council

All members to review and provide feedback on the policy

ALL Dec

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Behavioural standards policy

Pilot staff training program

All members to agree on a training program, attend a pilot session and provide feedback on staff rollout in recommendations report

All Dec

Meet with behavioural psychologist to frame communications messaging

All members to attend a session with the behavioural psychologist to discuss appropriate messaging for staff around workplace bullying and harassment

Provide Recommendations Report

Detail all recommendations in a report for the GM seeking approval to proceed

BK Jan

HR Process Review That HR undertake a review of organisational processes in the following areas and provide a response as to ability to implement changes in the following areas;

• Implement a program for compulsory exit interviews and include a structured questionnaire – this questionnaire should also address organisational culture

• Investigate mechanisms for new employee screening which may include personality, behavioural and IQ testing which could identify potential behavioural traits

• Undertake training of people on interview panels to ensure that there is a standard process across Council which includes behavioural questions

LL End April EXIT INTERVIEWS

• Contact is made with staff to arrange a time for exit interviews.

• Existing exit interview questionnaire reviewed by workgroup and noted that question 33 asks the staff member’s opinion their level of satisfaction on whether the workplace is free from harassment and bullying.

EMPLOYEE SCREENING Employee screening was investigated and there does not appear to be an accredited survey that will specifically draw out bullying behaviour. No further action on this.

BEHAVIOURAL QUESTIONS AND UNDERTAKE TRAINING FOR INTERVIEW PANELS

• 7 behavioural questions have been included in the standard interview questions template with a notation that panel members are to include at least and they will be asked to include at least 1 or 2 of the questions for the applicant to answer.

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Selection will depend on the level and requirements for the position. The questions are: o Describe a time when you knew you did or said

something that caused a problem for a co-worker, a customer, or an employee. What problem did it cause? How did you know it caused a problem? What did you do? What did you learn?

o How do you know when your words or behaviours have a negative impact on others? How do you resolve that negative impact?

o Describe some situations or circumstances that bring out your worst at work. How do you behave during those times? What do you do about those times? What do you learn in those times?

o Tell me about the time you were the most stressed out at work. What caused the stress? How did you handle it? How did your stress affect others? What did you learn?

o Tell me about a time when you deliberately planned the tone of a conversation. How did you do that? Why did you do that in this particular situation? What result did it have? What did you learn? How often do you make plans for tone like that?

o Tell me about someone who is resistant to you. Why are they resistant? What have you tried to overcome that resistance? How have you adjusted your behaviour your win them over? What have you learned?

o Describe a time at work when others wanted to move forward on something you disagreed with or didn’t think would work. Why did you disagree? What did you do? What did you learn?

• The training will be incorporated with panel training that will include disability inclusion. Our inclusive practices are currently being reviewed by the Australian Network on Disability and the review will be completed by June 2019. Laura is presently putting together a training program for

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• Include a statement about Council being an organisation which promotes a zero tolerance for bullying in job ads

• Include a bullying reference in to position descriptions and address this issue at performance reviews if it has been identified

• Include a behavioural question in referee checks which could identify behavioural issues

• Consider more interactive group interview with applicants

panel members to be rolled out when review completed.

INCLUDE A STATEMENT IN JOB ADS Would suggest the following wording: City of Canada Bay is committed to providing a respectful diverse and inclusive workplace that is safe, fair and equitable for all employees. If agreed this can be put into place but we will need to consider any wording suggestions that comes from the Disability Network. INCLUDE A BULLYING REFERENCE IN POSITION DESCRIPTIONS Statements on appropriate behaviour has now been included in the position descriptions BEHAVIOURAL QUESTIONS

• Existing reference check questionnaire was reviewed by group and it was noted that question 12 which asks for comment on whether there has been disciplinary action would be appropriate given that the referee has a requirement to keep matters relating to bullying claims confidential

GROUP INTERVIEWS This has been done at the Child Care Centre when recruiting for a casual pool. It’s not proposed to do this where you only have one position that you are recruiting.

HR Induction Program Considerations

That HR consider the following in relation to Councils induction program and provide feedback regarding implementation

• Inductions to be carried out within 3 months of employment with all staff and include a section on workplace behaviour standards. There is potential to consider an

ND End April The induction process is being worked through by Karla and Natasha’s team. What has been done so far is:

• New checklist has been drafted

• New starter survey has been drafted and the interview for the survey occur after probation periods end

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online induction program but this should be supplemented with some face to face engagement

• HR to provide an eLearning module for workplace bullying and harassment

• Introduce a mini induction by HR for new staff in their first week

• Add discussion on workplace bullying and harassment during team meetings

• Develop a checklist for managers to complete for their new employees

• Workplace behaviour standards can now be included in the induction day presentation.

Internal Ombudsman The Council consider the use of an internal ombudsman to deal with complaints Through the use of an internal ombudsman, the committee believes that some of the perceived bias which occurs through the current reporting process could be removed as the person conducting the review is independent. HR reviews can be seen by employees as ‘not independent’ and a different system should be introduced. By having an ombudsman who carries out these reviews, the choice of whether to stay internal or go external is also removed as this decision in itself can lead to distrust and questions regarding the process.

ON HOLD

Respectful Workplace Officers (RWO)

That Council sets up a ‘Respectful workplace officer’ network These are people within an organisation who are a point of contact to provide support to staff who believe they are being bullied or harassed. Their role is not to give formal advice, but to support

NB/LL EOI – end April

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the person by outlining the processes available to them or supporting them to meetings. Council should provide training for the officers through a provider such as this; https://www.apsc.gov.au/harassment-contact-officer-training https://www.ahri.com.au/education-and-training/corporate-in-house-training/hr-courses/contact-officer-training The following should be created to assist in the rollout; A role description

• Cheat sheet within the toolkit

• Support group

• Mental Health First Aid

Appointment of ROW – May Launch – 1 June

Training Rollout That staff training is provided to the committee to act as ongoing champions for the organisation and to consider whether an organisational rollout should be provided to staff

The group provide feedback to HR regarding training by Converge.

That training is rolled out to managers in line with the release of the new policy

LL ALL LL

February April End April

Lets Respect Communication and Education Package

That the committee develop a communications campaign and toolkit on the adopted workplace behaviour standards which clearly identifies the following;

• Promote the re-branding of the policy and purpose, eg., not

SB End April

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‘Bullying Prevention Policy’ but ‘Workplace Behaviour Standards’ and create a brand identification for the communications campaign

• To develop key messages which will be promoted as part of the program by managers and the committee such as;

o ‘A safe, fair and equitable workplace with zero tolerance for bullying and harassment’

o ‘A great place to work’ o ‘An organisation that

promotes appropriate workplace behaviour that represents the values of our community

o ‘Staff know where and how to access support’

• Provide monthly newsletter updates on a topic each month with information to be sourced from the EAP provider and websites such as https://www.humanrights.gov.au/workplace-bullying-violence-harassment-and-bullying-fact-sheet

• Develop a screen saver message to be used to communicate principles of Councils zero tolerance policy

• Roll out suggestions/ideas boxes at workplace locations to encourage staff to suggest improvements to current processes/policies etc

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Toolkit for Managers and RWO

That the committee develop a resource kit for managers and RWO which assist them in the rollout of the new policy;

• Fact Sheet on the Policy

• Guide on RWO and their role

• Cheat Sheet for process and procedures

• List of where to get help

VC End April

Provide updates to Leadership Team Meetings particularly at milestones where appropriate

BK End April

Bullying and Harassment work groupThe Workplace Bullying and Harassment work group was born out of our 2018 staff survey to address some of your concerns.

Achievements so far include reviewing and updating the Workplace Behavioural Standards and Expectations Policy, improving HR organisational processes particularly related to recruitment and induction, recruiting and training Respectful Workplace Officers, creating the Let’s Respect toolkit for staff, and providing training to the leadership team and Respectful Workplace Officers.

The members are:• Belinda Koytz• John Giannoulis• Vincent Conroy• Michael Scarpellino• Sarah Bovis

Our Respectful Workplace Officers

Communication and Trust work groupThe Communications and Trust Work Group was formed in 2018 to help improve communication and trust across the organisation.

Some of their wins include developing Internal Communications and Employee Engagement Guidelines, our wonderful monthly staff enewsletter, a commitment by managers and the leadership team to hold regular team and one-on-one meetings with staff, an increase in Yammer use plus more.

The members are:• Emma Harrison• Ian Field• Isha Kariavasam• Ivette Delgado• Jen Bukovac• Ju’eta Amir• Natalie Talevski• Natasha Denham• Nicole Gibson