An employee handbook is vital to every business, whether it
has one or one thousand employees. Communicating expectations and company
guidelines is important in maintaining a healthy work
environment. Employees must be able to understand what is expected of them.
A well thought out and clearly written handbook lays out all policies and rules
so nothing is left to misinterpretation. It is much better to let staff focus
on their jobs instead of ever changing office policy. A handbook takes the
guesswork out for everyone.
The first thing to think about when putting together an employee
handbook is anything that is included must be followed by both parties. Don't
put anything in you are not prepared to enforce. For example, if you choose to
include a dress code, then it is imperative that you make all employees
abide by it. Things are not to be included as "fail safes" or
"just in case." All guidelines are for everyone. While policies
often come about from there being an issue with one staff member, once it is
included in the book, it is law. If all parts are not enforced equally, it is
very easy for employees to feel that all policies are optional. For that same
reason, avoid the pitfall of making policies just to make them. Any policy that
seems extraneous and unenforceable should be left out or changed. For example, “All
bathroom breaks must be approved by a manager five minutes prior” is not only unreasonable,
but unnecessary in most office environments. A better option is “it is the
employee’s responsibility to let a manager know when they are leaving their workstation.”
The latter is easier to enforce, and more logical.
There are several key items that should be incorporated into every
handbook. The most important is an Employment at Will statement. This explains
both the employer and employee are afforded the right to terminate the working relationship
at any time for any reason. It also means that no tenure or guaranteed employment
is available.Other important sections to include are paid and unpaid holidays,
dress code, standards of conduct, and disciplinary measures if the handbook is
not followed.
The handbook should be clear, concise and basic. If it is too hard
to determine what the guidelines actually are, then how can staff follow them?
When expectations are spelled out plainly, there is no room left for employee interpretation. The
staff should have no problem reading and understanding the handbook. Avoid
legalese and complicated and detailed scenarios. Going over the handbook with
every new employee will also avoid any confusion. Once the handbook has been
reviewed and discussed, every employee should sign an acknowledgment form. This
is a safety for the employer if the guidelines in the handbook are not being
followed.
Anytime an amendment is added to the handbook it is the employer’s
responsibility to make the staff aware. It should be reviewed and signed by
each employee. Every employer should review and reissue their employee handbook
with updated information every five years. This insures all information is
correct and current. Policy that was enacted in years previous may be no longer
necessary and new issues may need to be included. The handbook should be
updated more often if there are significant changes within the company. Once
the handbook has been reissued the entire staff should review and sign.
A good business attorney is available to help with any step of the
process. It is wise to consult with a lawyer to ensure all policies and
procedures are above board. Also, the attorney can be employed to write the entire
handbook. If an employer chooses to write his own, it should be reviewed by an
attorney. This ensures any possible legal issues are resolved before it is in
the employee’s hands. A good handbook can protect a company owner from legal
issues. However, one done incorrectly can be a huge liability. Using a trusted
attorney to oversee the process will ensure that everything included is in line
with state and federal laws.
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