Manual Labor | Guidelines to drafting an effective employee handbook
An employee handbook is a crucial tool for any company, no matter the size. It provides guidance for employees, serves as a communication tool between employees and management in one centralized location, and should be provided to all employees on the first day of the job.
There is no mandatory standard to follow, which means you will find that some are more professionally drafted than others. In all cases, it is essential that a company seek legal guidance when constructing its handbook. You can either have an HR attorney assist you with the entire construction, or at a minimum, have one review your final document for inconsistencies and any legal quagmires. A poorly developed employee handbook can become an HR nightmare.
Employee handbooks can differ from business to business, but all businesses must ensure that their handbook contains any specific policies required by their state and federal government. That being said, there are some common components contained in the majority of handbooks, which are outlined below.
Welcome Statement/Mission Statement/Introduction
This is the portion of the handbook which details the company’s mission and explains the purpose of the handbook for the employee. The statement that the handbook is not a contract may be presented here, as well as any other disclaimers.
Work Rules/Employment Policies
This section provides vital information on expectations of the agency for the employee. Confidentiality agreements, sexual harassment, non-discrimination and other policies may be incorporated in this portion.
Benefits And Pay
This component is probably the most read portion of any handbook. It is where information regarding any paid time off policies is kept, as well as any other benefits offered by the company. This is the area where being too detailed can be disadvantageous. Too much detail can require constant updates because most companies price out their benefits periodically, which means premiums and deductibles will change. It is wise to keep this area slightly vague.
Disciplinary
This portion of a handbook details things such as termination policies and grievance procedures. This is where employees can gain insight as to what manners of behavior can warrant disciplinary action up to and including termination. It also provides information about the process taken when separation from employment must be made, whether voluntary or involuntary.
Clear And Concise
All employee handbooks should be clear, concise and consistent. A lengthy handbook does not necessarily mean it is properly constructed. The goal is to provide a document that is simple but all encompassing. Being brief and to the point reduces the risk of confusion on the part of the reader.
Additionally, the goal of the handbook is to provide management with the means to communicate company benefits and policies to all employees of the organization. Policies and procedures within the handbook must apply to all employees otherwise an agency can open themselves to risk of litigation by disgruntled employees. Consistency also supports an agency’s commitment to a positive work environment and dedication to nondiscriminatory employment practices.
Jennifer Allen is the HR/operations manager at Veterans Inc., a Worcester-based nonprofit that provides a variety of services for the country’s military veterans. She can be reached at jenniferallen@veteransinc.org.
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