15 Things to Know About an Employee Handbook

THINGS TO CONSIDER WHEN DESIGNING OR EDITING YOUR EMPLOYEE HANDBOOK

Each employer has unique attributes, policies, procedures and messages to relay to their present and future employees. With that said, an employee handbook is an easy, valuable way to transmit a lot of information in a comprehensive manner. Though federal and state laws do not require that your company have one, they are useful for the following reasons: An employee handbook provides background information about the company for new employees; serves as a reference for seasoned employees; ensures that all individuals are consistent and treated consistently with regard to company policies and procedures; serves to protect the company from potential lawsuits; and acts as an advertisement for the company as a beneficial place to work.

When starting to design a manual for your company, draft it as a quick reference guide for employees without bogging them down with lots of details. Generally, it’s best to keep the document under 20 pages. Also, use words that allow for flexibility in case you decide to change policies down the road. Words such as “generally,” “usually” and “currently” are ambiguous and allow wiggle room for changes. In addition, it is always best to clearly explain to employees that the handbook is not considered a contract for their employment.

Handbooks should be reviewed every one to three years. It’s best to individualize your handbook. Relying on a “form” handbook will not address the policies that are individual to your company.

Employee Handbook Best Practices:

1. Have your handbook reviewed by legal counsel to ensure that your handbook does not contain unlawful provisions or language that could be interpreted as creating an employment contract.
2. Make sure your handbook clearly states that it is not a contract and that the employment relationship is “at will” and can be ended at any time with or without cause.
3. Include a statement that employer has the right to revise employment policies at any time.
4. Include an effective date on each page of the employee handbook and include a statement that the current handbook replaces any previous handbook.
5. Require employees to sign a statement acknowledging that he/she has received the handbook and understands its provisions. Keep a copy in the employee’s personnel file.
6. Make sure that your handbook includes a list of offenses which are subject to discipline.
7. With technology now a factor, outline an e-mail, voicemail and Internet usage policy.
8. Include a section concerning equal employment opportunity and harassment to provide safeguarding form litigation.
9. Use wording that is ambiguous and general so that the handbook can be changed easily.
10. Common trouble areas include policies on discipline/progressive discipline, layoffs, severance pay, probationary periods, performance evaluations, work rules, and employee benefits. If you choose to include policies on these topics, make sure that they are carefully reviewed by legal counsel.
11. Be exact – make sure that your handbook is customized to your company, and that the policies included make sense for your company.
12. Make sure that the documentation within your organization is consistent.
13. Define the terms that you use i.e. family member, excessive tardiness, insubordination etc.
14.  Make sure supervisors understand that their discretion is limited and that they cannot modify the handbook.
15. Review the handbook annually to make changes and then have legal counsel review those provisions. Give employees notice of changes in advance and have them sign off on significant changes.

Contact http://www.strictlyhr.com for a sample employee handbook and expert advice on how to avoid the commonly made mistakes employers make in designing an Employee Handbook.