Workplace Policies Manager

Workplace Policies - Manager Reference

Dress Code Enforcement

Daily Check

At the start of each shift, visually confirm that employees meet the dress code standard: all black, professional/formal attire, closed-back shoes, no tank tops or sleeveless shirts.

Handling Violations

  • First occurrence: Pull the employee aside privately. If the violation is minor (e.g., a dark navy top that reads as black), use your judgment - a brief reminder may be sufficient. If the violation is clear (jeans on a non-Friday, backless shoes), ask the employee to change before their first client if possible.
  • Repeated violations: Follow the Progressive Discipline - Manager Reference process - verbal warning, then written warning.
  • Borderline cases: If you are unsure whether an item meets the standard, err on the side of allowing it for the day and clarify the expectation for future shifts.

Casual Friday and Color Exceptions

  • Fridays: Jeans are permitted but must have no holes or frays. If an employee's jeans do not meet this standard, ask them to wear standard dress code attire the next Friday.
  • Monthly color exception: The color for the month is decided during the first Saturday huddle of the month. The manager announces it and communicates to any employee not present at the huddle (text or SalonBiz message). Document the chosen color in the huddle notes so there is no confusion.

Cell Phone Policy Enforcement

The policy: work-related use only on the salon floor; personal use is fine in the breakroom during breaks.

What to Do When You See a Violation

  1. First time: A quick, private reminder - "Hey, please take that to the break room." Do not call the employee out in front of clients.
  2. Second time: A private conversation acknowledging a pattern - "This is the second time I've noticed personal phone use on the floor. I need you to follow the policy going forward."
  3. Third time and beyond: Document and issue a verbal warning per Progressive Discipline - Manager Reference.

What Counts as Work-Related

  • Checking SalonBiz (availability, appointment details, timeframes)
  • Responding to a work-related text or call from management
  • Using a timer or reference photo for a service

What does not count: personal texting, social media scrolling, personal calls (even brief ones). If it is not about the client in the chair or salon operations, it belongs in the breakroom.

Station and Salon Cleanliness

Assigning Cleanup Duties

  • Post a weekly rotating cleanup schedule in the breakroom covering shared responsibilities: sweeping common areas, restocking stations, wiping down shared equipment
  • Laundry and bathroom cleaning are front desk responsibilities - confirm these are completed daily
  • Each employee is responsible for their own station cleanup at the end of every shift

Addressing Repeated Failures

If an employee consistently leaves their station dirty or skips shared cleanup duties:

  1. Private reminder after the first occurrence
  2. Verbal warning after two or three occurrences within a pay period
  3. Written warning if the pattern continues
  4. Do not reassign the employee's cleanup duties to others as a workaround - this creates resentment and does not solve the problem

Building Access and Key Management

Issuing Keys

  • Front desk staff who open or close the salon are issued building keys
  • Record every key issued: employee name, date issued, key number (if applicable)
  • Keys are salon property and must be returned upon separation

At Separation

  • Collect all building keys during the exit meeting
  • If the employee does not return keys, document the failure and consider rekeying if there is a security concern
  • Update the key log

Lost Keys

If an employee reports a lost key:

  1. Document the report (date, employee, circumstances)
  2. Assess the security risk - if the key could provide unauthorized access, consult the salon owner about rekeying
  3. Issue a replacement and update the key log

Personal Visitors

The policy: friends and family are not permitted in the salon unless they are clients.

How to Address

If a personal visitor arrives:

  1. Approach the employee privately (not in front of the visitor or clients)
  2. Ask the employee to handle it - "Your visitor will need to wait outside or book an appointment"
  3. If the employee pushes back, reiterate the policy calmly: "I understand, but we need to keep the salon floor for clients and staff only"
  4. If it becomes a recurring issue with the same employee, address it through progressive discipline

Do not confront the visitor directly unless the employee is unavailable or the visitor is causing a disruption.

Food and Drinks

The policy: all food and drinks stay in the breakroom. No eating or drinking at stations.

Enforce this the same way as cell phone violations - private reminder first, then progressive discipline for repeat offenses. The main concern is professionalism in front of clients and the risk of spills near equipment and products.

For any workplace policy enforcement that involves potential discrimination concerns (e.g., dress code accommodations for religious attire or disability), consult the salon owner or employment counsel before taking action.

Last reviewed: March 2026