4 Proven Strategies for Tackling Drug Use at Work

Of the many issues that an employer may have to deal with, drug use is one of the most complicated and nuanced. Due to the nature of drug abuse and the way its impacts manifest within the workplace, it can be a challenge to investigate it without compromising any ethical, legal or workplace policy standards. Even so, employers must be prepared to deal with substance abuse cases as the number of related workplace incidents continues to grow each year.

In fact, research estimates that alcohol and drug use among Australian employees results in over 11 million sick days annually and costs employers over 16 billion dollars in lost productivity. Looking past the financial repercussions, a single employee’s substance abuse can harm work culture in the wider workplace, especially when colleagues are required to shoulder extra responsibilities or compensate for someone else’s absenteeism, reduced reliability, or failure to meet job expectations.

Investigating drug use in the workplace can be challenging because, in many cases, even if the impacts are being felt at work, the actual substance abuse occurs outside of work hours.  When an employee abuses substances during working hours, it is typically easier from an investigative viewpoint, as most organisations have clear policies in place to address such behaviour.

However, when substance abuse happens outside of work, it’s a very different case because this is not necessarily illegal.  An employee’s lifestyle choices outside of work are their own, but the difficulty arises when drug or alcohol use begins to affect one’s performance or behaviour at work. In such scenarios, employers have no choice but to intervene to protect the workplace, safeguard employee well-being, and mitigate the consequences on the organisational processes. To do so, a balanced investigative approach is required – one that carefully examines all potential factors, disciplinary measures and support systems to ensure a fair outcome. 

Signs of Potential Drug Use

The following are some signs that may point to drug use and warrant further investigation from employers.

• Frequent or unexplained absences from work
• Noticeable shifts in behaviour or attitude, for example:
  • Increased irritability and mood swings
  • Aggression and hostility for no apparent reason
  • Appearing sleepy or hyperactive
  • Being disrespectful to their coworkers
  • Issues with teamwork
• Sudden or unexplained declines in work performance
• Increased workplace accidents or near-misses
• Ongoing performance challenges or disciplinary concerns

Keep in mind that whilst you may be concerned if an employee displays any of these signs, especially if it’s an abrupt change from their typical behaviour, they alone do not serve as evidence of drug use. Factors like illness, stress and big life changes can also contribute to noticeable behavioural or performance shifts. So, whilst taking note is a good idea, it’s best not to make hasty conclusions either, or you may risk unfounded accusations. Instead, the focus should be on collecting objective evidence and considering all plausible causes to ensure an unbiased investigation conducted with care for the sensitive nature of the issue.

Investigative Strategies for Drug Use

1. Drug and Alcohol Policy

Investigations are underpinned by the policies and processes that guide how they are conducted. If the organisation has a weak drug and alcohol policy or lacks one entirely, it becomes difficult to investigate substance abuse when it occurs. A strong drug and alcohol policy should account for the following:

• What is meant by terms such as “drug use” or “substance abuse”
• Organisational tolerance for workplace drug and alcohol use
• Prohibited conduct which outlines what is and what isn’t acceptable
• Disciplinary measures for prohibited conduct (e.g. drug possession or dealing at work)
• Support measures for employees who voice struggles with substance use
• Testing and screening procedures 
• Confidentiality requirements for drug investigations
• Any required employee training on substance use/misuse at work

2. Documented Evidence 

It may seem obvious since documentation is an important aspect of any investigation, but its lack thereof often becomes an issue in drug use when trying to determine if there is sufficient proof necessitating action. Being able to cite precise details, such as the time, date, and context of an incident, is key to moving from mere suspicion to actively addressing the problem. Furthermore, having documentation of any noteworthy changes or events, such as tardiness or poor performance, is necessary because it demonstrates that any actions taken are based on verifiable evidence rather than assumptions. Detailed records ultimately protect both the organisation and the employee by offering a reliable source to refer to and prevent misunderstandings. 

3. Screening and testing

If you have enough evidence to suspect an employee of substance abuse, then you may request screening if it is part of your drug and alcohol policy. Remember that the full consent and knowledge of the employee must be given to satisfy legal requirements for the screening. Whether or not it is necessary depends on the organisation and the role of the employee (i.e. jobs involving safety decisions, construction, machinery operation, driving).

Whilst screening is a useful tool, employers should remember that it will not solve the issues caused by substance abuse but rather serve as one component of a broader strategy that includes intervention, support, and potential disciplinary measures. If the employee refuses the drug test, they cannot be forced into taking one, but the refusal itself may provide grounds enough for further measures if the investigative team has sufficient evidence. 

4. Employee Support

Drug and alcohol dependence are recognised as medical problems and should be treated as such. If the employee approaches you regarding drug use or admits to it during an investigation, employers should ensure they try and maintain confidentiality as much as possible. You can also provide additional support to the employee depending on what level of impact the workplace has faced, what disciplinary measures are necessary and what interventional actions are possible. For example, you may suggest time off so they are able to seek professional help, remove them from any work duties that have safety implications with drug use or work with them to create a plan on how they want to move forward.

However, if the employee has engaged in actions that go against company policy entirely as a result of their substance abuse (e.g. theft, risking the safety of another employee), or they don’t improve, disciplinary measures may become unavoidable. Taking the step to offer support is not only good practice, but it’s also important in ensuring that you are not accused of unfair dismissal. 

How Polonious Can Help

Polonious offers an extensive case management solution that lets organisations optimise workplace investigations of sensitive issues like drug use with efficiency and confidentiality. We enable HR teams, compliance officers, and risk managers to:

• Ensure Compliance and Fairness: Automate case workflows to align with company policies and legal requirements.
• Maintain Secure and Confidential Records: Store and manage investigation data securely, ensuring sensitive information is only accessible to authorised employees.
• Streamline Investigations: Track case progress, manage evidence, and coordinate communications within a single, centralised platform.
• Generate Detailed Reports: Create comprehensive reports that enable transparency and accountability in decision-making.
• Improve Response Time: Automate case updates to ensure timely intervention and resolution.

By integrating Polonious, you’ll handle workplace drug use cases with greater confidence and stronger compliance. Schedule a demo of Polonious today and experience the difference for yourself!