Definition: A document that includes information that employees may need to
refer to frequently in order to meet the terms and conditions of
their employment
Having established policies written in an employee handbook will
eliminate confusion as to what you expect from your employees. As
the owner of small company, you may wish to set policies yourself
and take full responsibility for drafting enforcing, reviewing and
updating all information in the employee handbook. If, however, you
run or manage a large business, this duty usually falls upon the
shoulders of the human resources department/employee relations
manager.
Either way, make sure that all policies, procedures, practices,
rules and regulations are decided upon in advance, and present
ideas in a simple and direct manner by choosing short words that
define the company's position.
During the orientation process, each employee should receive a
copy of the handbook, and any updated versions should be presented
to existing employees to keep a constant flow of communication
going. Sufficient feedback from employees will also help management
understand exactly what kind of information would be useful to
include to help an employee be effective on the job.
Items usually included in a handbook are:
- Absences
- Accidents
- Benefits
- Cleanliness
- Coffee breaks
- Complaints
- Confidentiality of work
- Decorum
- Discrimination
- Dismissals
- Emergencies
- Fire
- Intoxication
- Military service
- Misconduct
- Office supplies usage
- Ordering of supplies
- Organizational chart
- Orientation
- Overtime
- Parking for employees
- Paydays
- Pay periods
- Pension plans
- Personal mail
- Personal phone calls
- Personal visitors
- Probationary periods
- Professional ethics
- Promotions
- Re-employment rights
- Resignations
- Retirement
- Salary calculations
- Salary deductions
- Schedule of work
- Sick leave
- Smoking policies
- Tardiness
- Temporary employment
- Time cards
- Work evaluation
- Work habits
- Work periods
- Working hours
- Worker's compensation
Make sure when the handbook is being drafted that all practices
are consistent with the company's growth plans reflect current
company philosophies and objectives. Also, two disclaimers should
be included in the introduction to the handbook:
1. The handbook is not an employment contract between the
employee and the organization.
2. Employees may be dismissed at the discretion of the
company.
Including these disclaimers in your handbook will help you to
avoid future litigation from terminated employees. When the
handbook is finished, it should be reviewed by legal counsel to
make sure that it's consistent with current federal, state and
local employment regulations.
The employee handbook is important to your organization's growth
and structure because it communicates to the employees just what
the employer expects and what the company will provide in terms of
a productive working environment. More importantly, it forces the
employer to be consistent in the enforcement of company policy
instead of allowing it to shift from person to person or situation
to situation. Employees like to feel that they will receive equal
treatment, regardless of the situation or position. This feeling of
equality promotes a team atmosphere that's important to
productivity.
Perhaps the greatest benefit of an employee handbook is its
ability to focus the attention of employees on the performance of
their jobs. It relieves the worries that accompany an employees's
lack of understanding concerning policies and benefits.