by Adele Gregory

Created on: January 28, 2009

If two heads are better than one, hundreds of heads must be better than a dozen. As someone putting company policies into practice, you're in a position to recognize problems and potential problems the decision makers may not have foreseen. Constructive feedback helps everyone. They key word is constructive.

Voicing concerns about company policies shows that you care about your workplace and want to make it better. When your views are offered in this spirit, conducted properly and presented professionally there's less room for confrontation and more chance that they'll be taken seriously. Below are some tips for sharing those important insights and making your voice heard.

Know the Exact Policy

First and foremost you need to have your facts right. In the case of company policies that's being familiar with the exact policy as stated in a memo or handbook, not just what people are talking about. Track it down, if necessary. Pour over the wording carefully. Ask questions. Get clarification on any unfamiliar or ambiguous terms. Make sure you know and understand it well enough to cite relevant passages in your letter or discussions.

Sometimes difficulties don't stem from the policy itself but from the way your department interprets it or implements it. This should also be apparent from reading original documents. If the concern is more about department policy, some of the guidelines below still apply but there will be only the department head and Human Resources to approach, and because you know and work with the people involved it's more appropriate to start with face-to-face discussions than formal letters.

Make Clear Cause-and-Effect Connections

When discussing the problems a certain policy is causing, be sure to join up all the dots and point out exactly how you think "A" (the policy) leads to "B" (the problem), even if it seems obvious.

Use the Correct Channels

Circumventing accepted lines of communication can become an issue itself and may divert attention from your main message. It's best to start by introducing your concerns in an informal discussion with your line manager. If it's not something your manager can address, let him or her know you'll be taking it forward. Make sure your manager has a copy of any letters you send, beforehand if possible.

Your next contact can be with the individual or department that issued the policy or is responsible for it. This is not always upper management; it may have come from Customer Service or Sales. If the policy was circulated

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