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Content of the Work Organization Rules

Viimati uuendatud: 20.02.2017

The Employment Contracts Act does not prescribe the content of the work organization rules, leaving it up to the employer to decide and shape according to needs. Nevertheless, §47 section 1 of the Employment Contracts Act states that the working time organization primarily involves the start and end of work shifts and the daily breaks. In addition, indirect references to the content of the work organization rules can be found in the valid Civil Service Act, the 7th chapter of which discusses the work organization of an institution, its’ content, and application principles.

Overall, work organization refers to the start and end time of work shifts, daily breaks and pauses, but also the general employment and fire safety principles, obligation to use personal protective equipment, the employer’s order-giving process, etc. Depending on the organization peculiarities, the work organization rules may contain very different regulations.

The content and volume of work organization rules primarily depends on the size and sector of the company, and the requirements of the employment relationship parties.

Work organization rules do not have to re-write the law. It must be a document that primarily corresponds to the employer’s and employee’s requirements. The rules provide the employee with necessary information – what general principles are followed in this specific company. It also enables the employer to explain how their company must function and what norms the employees are expected to follow.

In general, the following principle applies – the greater the company, the more regulated is the work organization. For the rules to be actually useful to the parties, they should at least contain the following:

  • Order of entering and exiting the workplace;
  • Work start and end time;
  • Disclosing time of the schedule (if the totalled working time calculation is used);
  • Daily resting breaks and pauses provided for dining;
  • Order of changing the vacations’ schedule;
  • Order of formalizing business trips;
  • Employer’s order-giving process;
  • List of violations that could bring along the extraordinary employment contract termination;
  • Order of warning an employee;
  • Order of presenting a work report;
  • Order of sharing important information related to the employer and employee;
  • Limitations for using the computer network and email;
  • Purposes, conditions and deadlines for processing personal data;
  • Fire safety and occupational health care requirements;
  • Obligation to use personal protective clothing and equipment;
  • Order of changing the work organization rules, etc.

Several of these conditions were also included in the internal work procedure rules that existed during the validity of the previous version of the Employment Contracts Act. It was and is common to specify the working time organization, information movement internally, and the order of entry to and exit from the work premises and to list the positions responsible for this activity in the work organization rules.

When compared to the earlier version, the order of warning employees, and the list of activities for which the employer thinks that the extraordinary termination of the employment contract without prior notification is grounded, are regulated in considerably more detail. The work organization rules list these conditions primarily because the Employees Disciplinary Liability Act no longer applies for persons employed with an employment contract, and is laconic in terms of warning employees.

Modern companies also see that the thorough regulation of the computer network of the employer and conditions related to the processing of personal data are important. The work organization rules also often regulate the employees’ use of personal accounts or social networks during the working time and on the computer network belonging to the employer, writing blogs, participation at commenting environments and forums. Also, using the employer’s email address for personal matters, corporate blogging, and other online traffic.

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