Employee handbooks are a foundational source of information for your organization. They should cover all processes, procedures, and compliance requirements, as well as detail your company's culture.
But many organizations lack the resources to put together and maintain a comprehensive employee handbook. Luckily, there are employee handbook services that can help you and even do the heavy lifting for you.
How to Write an Employee Handbook
An employee handbook should cover and focus on three primary categories:
- Policies and notices pertaining to compliance requirements
- Other processes and procedures that employees should be aware of
- Details about who the company is, its foundational characteristics, and other information that helps define your company culture
Compliance Requirements
While there is no state or federal law that specifically requires companies to have an employee handbook, there are MANY federal and potentially state laws that do require employers to inform employees about their rights under specific federal laws, typically in the form of a policy or notice (as well as labor law posters).
Some federally mandated policies that you should include in your handbook are:
- Equal Employment Opportunity (EEO) and Anti-Discrimination
- Sexual Harassment (See New York Sexual Harassment Requirements)
- Family and Medical Leave Act (FMLA)
- Americans with Disabilities Act (ADA)
- Military Service Leave
- Jury Duty Leave
- Lactation Accommodation (See New York Lactation Accommodation Requirements)
Many states have expanded protections and rights for employees as well. Some examples of types of state-mandated policies to include in your handbook are:
- Wage and Hour Policies
- Sick Leave Policies
- Benefits Policies
Company Processes and Procedures
In addition to policies that are required under labor laws, employers should also take the time to outline other general policies and procedures for the workplace. However, it's important to ensure that these policies ensure employee rights are not compromised.
Some examples of general policies to include in your handbook are:
- Use of employer-provided internet and communication systems such as email, phone, and laptops
- Use of social media
- Soliciting and distributing materials within the workplace
- Employee confidentiality and privacy
- Workplace safety and violence
- Dress code and grooming requirements
Company Culture
The final important component of your employee handbook centers around your company culture.
Your employee handbook should include important information about the company. This can help employees, new hires especially, understand and identify with your organization.
Some important details to include about your company in your employee handbook include:
- Your company's story, such as its origins and foundation
- Your company's core mission
- Your company's core values and characteristics
Common Employee Handbook Challenges
As we just covered, there is a lot that goes into creating a handbook, making it challenging to put one together without making a mistake or leaving out something important.
On the other hand, all this information creates a ton of work when it's time to review it, which should be done at least once a year. But that's just the bare minimum.
Reviewing an employee handbook involves:
- Understanding the associated risks, and ensuring that it does not convey statements that bestow unintended legal obligations on the organization.
- Verifying applicable information and understanding what laws and requirements apply to your business.
- Updating policies to reflect changes in business requirements, employee rights, and employer rights.
- Reviewing it for consistency, ensuring that the same reference terms are used throughout, ensuring that all policies align with company values and culture, and that the overall handbook is easy for employees to digest and understand.
Some other common challenges around creating and updating employee handbooks include:
- The handbook only focuses on compliance requirements and mandated policies
- Including more than you need, such as policies or procedures that are not applicable to your business
- No process in place for updates
- Communication changes and updates to your handbook, to your employees
Why Use Employee Handbook Services?
At this point, the question of why companies use employee handbook services may be quite obvious; it's necessary.
Typically, an employee handbook service will directly help create and update a comprehensive guide for workplace policies, ensuring compliance and reflecting company values, and taking into account everything else previously discussed in this article.
However, some employers may want to stay more involved in the creation process. That's okay. The same types of companies, generally, also offer expert guidance and HR consulting to ensure your handbook reflects your company's values, remains up-to-date with regulations, and effectively guides your workforce.
To learn more about how EBC HCM can help you with employee handbooks, check out our HR services.
Or, contact us today to learn more.
