What is an open-door policy?

An open door policy is written into an employee handbook and will assert that the manager’s door is always open for any employee to talk about any issues that may come up. An open door policy encourages open communication, feedback and discussion between employees and managers.

An open door policy means that the employee is able to take concerns to any manager without having to worry about their direct boss retaliating. Though their boss might be involved once a solution is being discussed, the worker can open up to the manager first before needing to concern their direct superior.

Why having an open door policy is important

Having an open door policy can mean that the employee has more trust in managers and that the organization will help them to improve the situation. Without an open door policy, issues may not be seen until the problem is too big to overcome, which is something all companies want to avoid.

The following are reasons why an open door policy can is important.

Understanding Employee Attitudes

Having open communication in an organization will allow managers to have a better understanding of their employees and how work is being done. It is good to know how employees are feeling as having bad morale will result in low productivity and low retention rates.

Higher Level of Engagement

When there is two-way communication employees feel empowered as they know that management is actually listening to them. This means that there are better relations between managers and employees, creating a positive work environment.

Solve Issues Quickly

With an open-door policy, managers will know when issues come up before they become too big. They also are able to get creative solutions from their employees which can be a valuable asset and time saver.

Improved Workplace Relations

Having an open-door policy can create a positive work environment where workers and managers respect each other and enjoy working together. This type of positive environment can have a positive impact on productivity and retention rates, as employees are willing to work hard and want to stay at a company that respects them.

For these reasons, it can be a huge improvement if your organization adopts an open-door policy.

How to write an open door policy

When creating an open door policy, follow these five steps to ensure a successful implementation.

1. Add it to the employee handbook

Make your open door policy official by adding it to your employee handbook/ manual. This way employees can review the policy and understand how and when they can approach managers.

Related: New Hire Welcome Kits: What to Include

2. Communicate Expectations

Make sure that both managers and employees know what is expected of them when it comes to the open-door policy. This is especially important if having an open door policy is new to your organization so that managers know how to set up their schedules to accommodate the open door policy.

Another consideration is to create expectations on what type of topics the employees can approach managers with. The open door policy shouldn’t mean that employees feel free to gossip or tattle on another employee. By having clear expectations on what can be brought up to the manager, you are able to focus on topics that are important.

Related: How to Create Effective Communication at the Workplace

3. Set Boundaries

Make sure that employees are aware of what they can approach the managers about so that they are not taking up too much of their time. Schedules should be respected and an open door policy should not mean that employees have the right to interrupt the manager’s day in order to talk about their issues.

Also, managers should find times in their schedule that is good for employees so that they are expected to take time out of their breaks or lunches in order to talk to their manager. In order for an open door policy to work, employees must feel able to communicate with their manager easily.

4. Actively Listen to Your Employees

Make sure your employees get your undivided attention when they are talking to you about a problem. You want to let them know that you care about what they are talking about as this is how to build trust.

When talking with your employee, keep eye contact and ask thoughtful questions when able. Make sure that the employee feels comfortable talking to you so that the open door policy is used properly.

5. Address Concerns in a Timely Manner

Before ending a meeting with an employee about a concern they have, make sure to set a timeline for yourself to get back to them. By giving a timeline of when you’ll communicate with them about a resolution, they know that you are actually working on the issue and not just listening to problems.

If the concern is something that will take a while to resolve, make sure the employee knows the progress you are making and keep them in the loop of what is happening. If all you are doing is listening to employees’ concerns and not resolving the issues, then having an open-door policy makes no sense. Employees want to know that problems are being fixed, not just listened to.

Sample open door policy

The following is a sample of an open-door policy. You can use it to help create one for your organization.

Sample:

Fancy Communications Open Door Policy

Definition: We at Fancy Communications want all employees to reach out to their managers when needed. This means that all managers will be able and willing to listen to any concerns an employee has about their jobs or the company.

Expectations for Managers

All managers will have times during the day in which their office doors will literally be open. This means that if an employee approaches a manager during this time, the manager is responsible for taking the time to listen to the employee and come up with a plan to resolve the problem.

If the employee would rather schedule a meeting with the manager, this is also allowed and managers are encouraged to take meetings with their employees within a few days of the meeting request.

All managers must resolve any issues brought up by an employee in a timely manner, not allowing any issue to go unresolved for more than one month.

Expectations of Employees

Employees will attempt to solve issues between colleagues by themselves or with their direct supervision. If an issue persists with a colleague, the employee can then address the issue with the manager.

Employees should try to approach the manager within the scheduled time for open-door discussions but can request an appointment with their manager if the issue is sensitive.

This example of a policy describes what the company means by an open door policy and what the expectations are of both managers and employees. 

By having a clear open door policy written in an employee manual, like the one above, your company can improve manager/employee relations.

How to Create an Open Door Policy Templates for PDF & Word

Use these templates to help write an open door policy that encourages open communication and discussion.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.