Employee Handbook: A Conclusion

Your company needs a Handbook. Be sure to have one in some format.

Have it at least reviewed by HR specialists like helpdeskHR. Expert HR input at the inception of your Handbook is critical because a handbook not done correctly can be more of a problem creator that a problem solving tool.

Every large, successful company has a Handbook. Hint, hint.

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Employee Handbook: How to Use It

So now you have a nifty handbook created and distributed to your employees.

In order to make this a useful and effective management tool I suggest the following:

Review the Handbook content in detail with new employees. Answer all questions thoroughly.

Become expertly knowledgeable of the Handbook contents. Problem employees will, I can guarantee you.

Refer to the Handbook when issues with employees arise as a standard for behavior and a guide for resolution.

Keep Handbook current. This is very important.

Refer to the Handbook when interfacing with employees.

Include a Handbook review as part of any employee communications presentations you may have.

As updates and new versions occur, have employees complete a new Receipt and Acknowledgement..

The handbook can be a great tool in your management toolbox if you use it properly.

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Employee Handbook: A Summary

As basic an employer's tool as is a building in which to work.

Can be one page or War and Peace in length.

Basic structure and essential contents are well defined in the HR world and described clearly in posts on the helpdeskHR blog posts titled "Employee Handbook:".

Strongly recommended by helpdeskHR as an early tool in your employer toolbox.

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Employee Handbook: Updates & Changes

The Handbook already contains the disclaimer that contents can be changed by the Company at any time. Still, it's a really good idea to notify employees when a modification, addition or deletion in content is made. If you don't, you may invalidate the Handbook as a tool.

Here are the steps to making Handbook changes, once the policy is in place:
1. post an announcement on real bulletin boards
2. send a receipt email to every employee documenting the change
3. get the new content to every Handbook holder in either hard copy, e-format or online doc.
4. keep update receipts on file

If you use a web based source document for your Handbook, it is of course, much easier to make changes and eliminates getting new pages to employees.

Handbook changes are unavoidable, especially in the growing, dynamic company and with yearly changes in labor law. So when a large number of changes accumulate, issue a new version of the Handbook to every employee. A pain, but necessary, and worth the trouble and expense if you are ever in court. A clean, updated Handbook is better than one with a many updates and changes.

All pages should be dated.

And yes, a new Receipt and Acknowledgement with every update or new Handbook version.

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Employee Handbook: Packaging

The Employee Handbook represents the Company to employees. As a result, the quality of the presentation is important. In a nutshell, make yours as high quality as you can afford and manage.

I have seen handbooks that are slick and very high quality, and I have seen poor quality copies that look like the Company just does not care. Even if  you're just doing a one page kind of summary, use a color logo and slick, durable paper stock.

Given enough budget and creative resources I recommend employing graphics in addition to color as well as photos of company products, facilities and people.

Keep in mind that the handbook may very well make it to the employees' homes where family and friends see it.

The best format to use is one in which pages can be removed and updates inserted.

Hard copy versus e-format. OK, this is probably too old school but I still like the heft of a real book in my hands. But then again, I didn't grow up staring at a smart phone screen. You know your workforce and which format is preferable for them. Why not a swirl cone? Make hard copy and e-format (emailed to the employee) both available. Some companies prefer the online source document format which employees read. This seem the least personal format but it is the easiest to manage. After all, it is 2013.

Just make the presentation of your handbook as high quality as you can.

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Employee Handbook: Receipt/Acknowledgement Sample

Your handbook acknowledgement must contain this statement:

I have received and I acknowledge that I am responsible for reading (or have read) the XYZ Corp. Employee Handbook and will (do) understand the contents. I will contact my Supervisor to clarify any questions. I will abide by the Company's policies and procedures as set forth in this Handbook or otherwise.

Signature                                Printed Name                                 Date    


I said earlier that a handbook is NOT a DIY project and here's why.

The Acknowledgement, to best protect Company Interests, definitely should also contain these statements:
-"at-will" employment statement

-Company may change policies at any time

-"no employment contract" declaration

-no privacy expectation on Company premises or with Company property

Expert advice from helpdeskHR is just a call or email away.

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Employee Handbook: Table of Contents Example

Here is a list of what typically appears in an effective employee handbook. These are thorough samples, not every possible subject, but include these and life will be good.

Table of Contents
-listed index of every item in the handbook
-effective date of handbook

Company Overview
-history and review of current company organization and locations
-mission statement
-core values
-listing of executive team members

Benefits & Time Off Policies
-health insurances: medical/dental/vision
-life insurance
-short term disability
-long term disability
-Workers' Compensation
-tuition reimbursement
-employee referral program
-paid holidays
-vacation/pto
-sick time/pto
-leaves of absence: family & medical/jury duty/bereavement/military duty/leaves required by CA law

Human Resources Policies
-standards of conduct and discipline
-non-harassment & discrimination policy/procedure
-attendance & punctuality
-drug & alcohol free workplace
-pay procedures
-use of company property/email, internet, voicemail/inspections & searches
-workplace security
-employee information procedures
-employment of relatives/workplace relationships
-termination of employment/"at-will" employment statement
-CA state laws: vested vacation/pregnancy disability/California Family Rights Act/paid family leave/ other leaves of absence: domestic violence & sexual assault, crime victims,  school activities, volunteer
-major federal laws: ADA, FLSA, IRCA

Acknowledgement
-statement that employee has received the handbook and understands the contents or will read and understand the contents, and will ask questions for clarification in either case; further includes an "at-will employment" acknowledgement
-signature, printed name and date

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Employee Handbook: Table of Contents

This serves as a quick content index for readers. It also provides a quick audit for an HR expert to check for missing key items.

I strongly recommend starting with a Company Overview done in very positive terms. This is the perfect place for a Mission Statement (why the company exists and what it does) and Core Values (what the company holds important.)

It is good to start off upbeat because the very next section is an Introduction which includes all kinds of harsh sounding disclaimers for which you have to get expert HR help.

Then I would include a review of Employee Benefits. That's always fun.

Then comes the heart of the Handbook, Human Resources Policies and Procedures (or Guidelines and Practices if you're a Northern California company.)

Next is a review of applicable Federal and State labor laws. It is pre-emptive to have this because employees have vague and often inaccurate ideas of what the laws are. Better to get everyone on the same frequency from the get go.

Lastly is the Receipt and Acknowledgement signed by the employee. This critical element documents receipt of the Handbook by the employee and their acknowledgement that they have read and understand the contents. This document is placed in their employee file.


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Employee Handbook: Content in General

These are the major groups of information you should have in your handbook:


1. Information about the Company


2. Benefits Information


3. Company Policies and Procedures


4. Acknowledgement and Receipt


Various applicable labor laws will be laced throughout all of the above areas. Examples are overtime payment and sexual harassment reporting.


Next we'll take a detailed look at each area.


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Employee Handbook: Not a DIY Project

Even if you can build your own backyard deck or extra bedroom, a Handbook is not a blueprint project. I believe this is one project that requires expert HR input for creating and updating.

As we explore what goes into an effective employee handbook I am hopeful you will see why professional help is required.

Once a company has a functioning Handbook, maintenance and updating is not as difficult. Adding new elements is one of those things best done by HR professionals.

The good news is that a handbook can be created mostly remotely and in a relatively short time. Hence, minimal expense.

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Employee Handbook: An Overview

Not having a handbook in your company is a lot like playing baseball without a bat. It's that essential.

The handbook provides employees with a roadmap of how things work at your company and what the general rules and expectations are for them.

For the smaller company the handbook doesn't have to be dauntingly long and detailed. In fact, one of its' major purposes is to get employees talking with and asking questions of their supervisors. The handbook provides a starting point for that all important activity of a successful company: employees and supervisors communicating with each other.

A small company can get started with a page or two and build from there.

A Handbook strengthens your position in any claim or litigation situation. It is also just plain a basic tool for managing employees effectively

We're going to take a look at what a good handbook contains and why it is important.

It is definitely a Best Practice to have an Employee Handbook in every company, no matter how small.

Lance