Workplace policies: discussing rules and preferences
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Think about these questions before reading. Share your ideas with a partner.
- What does your ideal work arrangement look like? Consider factors like location, hours, and team interaction.
- In your opinion, what aspects of work should be strictly mandated by a company, and where should employees have complete freedom?
- Thinking about collaboration and team spirit, what do you believe are the biggest challenges companies face when managing a hybrid or fully remote team?
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Negotiating a Work Policy
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Answer these questions in your own words. Support your answers with evidence from the article.
01What kind of real-life conversation does the article highlight as being typical in discussions about remote work?
Sample answerIt points to a meeting between an employee and their manager to talk about a new company policy for returning to the office and how that matches the employee's personal wishes.
02According to the article, what specific concepts and challenges are companies facing when creating hybrid work policies?
Sample answerThe key vocabulary suggests companies are 'grappling with' the issue, which means they are finding it difficult. They are also 'mandating' policies, and there's a need for 'flexibility' and a way to have 'impromptu collaboration'.
03In what way are rules and obligations a central part of the topic of remote and hybrid work, based on the information in the article?
Sample answerThe article focuses on modal verbs like 'must', 'have to', and 'cannot', which are all about obligation, permission, and prohibition. This implies that the whole discussion is about setting rules for what employees are required or allowed to do.
04How does the article portray the overall process of establishing new return-to-office policies for companies and employees?
Sample answerIt seems to portray it as a complex negotiation. The company is 'mandating' things, but employees have 'personal preferences' they need to discuss. The fact that companies are 'grappling with' it suggests there isn't an easy solution that makes everyone happy.
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Key vocabulary for workplace policies
Vocabulary
These expressions will help you discuss rules and personal preferences more effectively.
Examples
a blanket policy — a rule that applies to everyone in a group in the same way, without exceptions.
This is often used to talk about a policy that might be too rigid. For example: 'The company introduced a blanket policy requiring all employees to be in the office three days a week.'
on a case-by-case basis — a way of making decisions by considering each situation individually.
This phrase is the opposite of 'a blanket policy' and is common in business contexts. For example: 'Requests for fully remote work will be decided on a case-by-case basis.'
to iron out the details — to resolve the final, smaller problems or difficulties in a plan or agreement.
Use this phrase to talk about the process of finalising a new policy. For example: 'We have the general agreement, but we still need to meet to iron out the details of the schedule.'
to meet someone halfway — to compromise with someone by accepting some of their suggestions.
This is a very useful idiom for negotiations. For example: 'My manager wanted me in the office full-time, but I wanted to be fully remote. We met halfway, and I now have a hybrid schedule.'
the best of both worlds — a situation where you can enjoy the advantages of two different things at the same time.
This idiom is perfect for describing the ideal outcome of a hybrid work model. For example: 'A successful hybrid policy gives employees the best of both worlds: flexibility and in-person collaboration.'
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Workplace rules and exceptions
Complete the sentences about workplace policies.
Match each item on the left with the correct item on the right.
Drag or click to match
Definitions
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Grammar: Modal verbs for obligation, permission, and prohibition
Grammar
We use modal verbs to talk about rules, obligations, advice, and permission. When discussing workplace policies, it's important to understand the difference between a strong rule (must/have to), a recommendation (should), and something that is allowed (can) or forbidden (mustn't/can't).
Examples
According to the new policy, all staff must attend the weekly team meeting in person.
Use 'must' or 'have to' for strong obligations or rules that are not optional.
You don't have to come into the office on Fridays, but you mustn't miss the deadline for your weekly report.
'Don't have to' means there is no obligation, while 'mustn't' means something is strictly prohibited.
Employees can request flexible hours, but they should inform their manager in advance.
'Can' indicates permission or possibility, while 'should' gives advice or states a strong recommendation.
Key points
- Use 'must' and 'have to' for rules and strong obligations.
- 'Should' is for advice or recommendations, not strict rules.
- A common mistake is confusing 'don't have to' (it's not necessary) with 'mustn't' (it's forbidden).
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Correct the mistake
Read the sentences below about workplace policies. Each one has a single error related to grammar or vocabulary.
Find the error in each sentence and write the corrected version.
01According to the new policy, all employees must to be in the office on Tuesdays.
Corrected version
According to the new policy, all employees must to be in the office on Tuesdays.
02Our company values flexible and tries to accommodate different working styles.
Corrected version
Our company values flexible flexibility and tries to accommodate different working styles.
03Many managers are still grappling for the challenge of leading a remote team effectively.
Corrected version
Many managers are still grappling for with the challenge of leading a remote team effectively.
04You don't must come to the office every day, but your presence is encouraged for team meetings.
Corrected version
You don't must have to come to the office every day, but your presence is encouraged for team meetings.
05The new hybrid model is great; we really get the best of both planets.
Corrected version
The new hybrid model is great; we really get the best of both planets. worlds.
06The company is considering to mandate a minimum of two days in the office per week.
Corrected version
The company is considering to mandate mandating a minimum of two days in the office per week.
07Instead of a blanket policy, we should decide on a case-by-case ground.
Corrected version
Instead of a blanket policy, we should decide on a case-by-case ground. basis.
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Useful phrases: discussing workplace policies with your manager
Vocabulary
Here are some practical phrases for a meeting with your manager to discuss a new company policy, like returning to the office. These will help you express your preferences and concerns professionally.
Examples
"I was hoping we could talk about the new policy and how it might apply to my role." — a polite way to open the conversation.
Register: neutral/formal. Use this to start the discussion. It's softer and more respectful than saying "I want to talk about..."
"I understand the reasoning behind the policy, but I do have some reservations." — acknowledges the company's position before expressing a concern.
Register: neutral/formal. This shows you are being thoughtful and not just reacting negatively. It's a good way to introduce a counter-argument politely.
"From a productivity standpoint, I've found that..." — frames your preference in terms of work performance.
Register: neutral/formal. Use this to connect your preferred way of working to positive business outcomes, rather than just personal convenience. For example: "...I've found that I can focus better on complex tasks at home."
"I was wondering if there's any room for flexibility on this?" — gently asks about the possibility of compromise.
Register: neutral/formal. This is an indirect and polite way to ask if the rules are strict or if exceptions can be made. It opens the door for negotiation.
"What would be the best way to make a hybrid arrangement work for the team?" — shifts the focus to finding a collaborative solution.
Register: neutral/formal. Use this to show you are thinking about the team's success, not just your own. It positions you as a proactive problem-solver.
"I'm keen to find a solution that works for everyone." — closes the discussion on a positive and cooperative note.
Register: neutral/formal. Use this near the end of the conversation to summarize your goal and reinforce your commitment to finding a mutually agreeable outcome.
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Navigating new work policies
Read the passage about how companies are creating hybrid work models.
Fill in each blank with the correct word or phrase from the word bank.
Word bank
Many companies are struggling to define their post-pandemic work policies. Instead of implementing a policy that applies to everyone, some are deciding on arrangements . This approach allows for more flexibility, but it also means managers and employees must work together to of each individual's schedule. To succeed, both sides often have to and find a compromise. The ideal outcome is a hybrid model that offers , combining the benefits of in-office collaboration with the autonomy of remote work.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Imagine you are a manager. Do you think it's more effective to implement a strict blanket policy for hybrid work, or to handle requests on a case-by-case basis? What are the challenges of trying to meet everyone halfway?
- Thinking about the work culture in your country, how have attitudes towards remote work and flexibility changed in recent years? Do you believe most companies are genuinely trying to find the best of both worlds, or are they mandating a return to old habits?
- If a company commits to a hybrid model, what are the most difficult details to iron out to ensure fairness and productivity for both in-office and remote employees? Consider things like meeting schedules, career opportunities, and team bonding.