If you missed the previous article in this series, A Policy is the Foundation; a Program Brings it to Life, you can read it here. In that article, I explored the difference between having a policy and having a program.
A policy provides the foundation. It establishes expectations, responsibilities, and the framework for decision-making. But what brings that policy to life?
Some workplace substance use policies become part of everyday practice, while others remain documents on a shelf, collecting dust, never to see the light of day until it’s time for a scheduled update. Why? The difference is rarely the quality of the written policy. More often, it’s what happens after the policy is approved.
A program turns words into actions. It helps employees understand what’s expected, gives supervisors the confidence to respond appropriately, and creates consistency throughout the workplace. Without these supporting elements, even a well-written policy may not achieve the outcomes it was intended to deliver.
| A Policy… | A Program… |
| establishes expectations | helps people understand them |
| explains what should happen | helps ensure it actually does |
| provides the framework | turns words into actions |
Education Turns Expectations into Understanding
Many employers introduce their policy during orientation, or onboarding, and assume employees understand it from that point forward. Employees are flooded with a lot of information when they are first hired. In addition, workplaces change. Supervisors change. New substances emerge. Employee questions evolve. Expectations that seemed clear several years ago may no longer be well understood.
Education is about much more than explaining workplace rules. It helps employees understand why those expectations exist, how workplace substance use can affect health and safety, their responsibilities, and where to turn for support when needed.
When people understand the reasons behind workplace expectations, they are far more likely to support them.
Training Turns Knowledge into Confident Action
Supervisors carry significant responsibility within a workplace substance use program. They’re expected to recognize concerns, document observations, have difficult conversations, and respond appropriately when situations arise.
That’s a big responsibility if they’ve received little or no recent training.
Training doesn’t simply provide information. It builds confidence. Confident supervisors are more likely to respond consistently, follow established procedures, and address concerns before they become larger workplace issues.
Communication Keeps the Policy Alive
A policy shouldn’t only be discussed during orientation or after an incident. Regular communication reminds employees that workplace substance use isn’t simply a policy requirement. It’s part of maintaining a safe workplace for everyone. It’s preventative and ongoing.
Communication doesn’t always require formal training sessions. Sometimes it’s a discussion during a safety meeting, a toolbox talk, a reminder before seasonal work begins, or a conversation prompted by changes in workplace realities.
Consistent communication reinforces expectations long after the policy has been implemented.
Procedures Create Consistency
Even when people understand the policy, they also need clear processes to follow. Consistent procedures help supervisors respond similarly to similar situations. They support fair decision-making, improve documentation, and reduce uncertainty when concerns arise.
Testing, where appropriate, is one part of those procedures. So are documentation processes, reporting expectations, available support resources, and return-to-work practices.
The goal isn’t simply to have procedures. It’s to make it easier for people to know what to do in real situations.
From Having a Policy to Living It
A workplace substance use program isn’t about creating more documents. It’s about making sure your policy works as intended.
When employees understand expectations, supervisors have the confidence to act, communication continues beyond orientation, and procedures support consistent decision-making, the policy becomes part of everyday practice.
That’s the difference between having a policy and living it.
In the next article of this series, we’ll look at how employers can determine whether their workplace substance use program is truly working and identify opportunities for continuous improvement.