Discrimination— When it comes to preventing discrimination , the handbook should comply with the guidelines laid out by the federal Equal Employment Opportunity Commission. Social Media —Employers who monitor the social media activity of their employees can run into trouble with the law in some states. Compensation and Leave —The handbook should include instructions on how to fill out timesheets and when to expect payment.
It should also lay out guidelines for how to take vacation and leave. Privacy —Every company has different needs when it comes to privacy, but employees should be aware of what is and is not acceptable to discuss outside the office.
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These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. Already a member? Login Forgot your password. Need Help? Call or Use Live Chat. Job Seeker? Click here Employer? Sign In. Add New Job. PDF Version. Conduct rules can also be overbroad. For example, it could be unlawful to state in a handbook to "be respectful of others and the company.
On the other hand, a handbook could state, "Being insubordinate, threatening, intimidating, or disrespectful or assaulting a manager, supervisor, co-worker, customer or vendor will result in discipline. The topics included in the employee handbook should cover the employer's mission statement, equal employment opportunity statement, contractual disclaimer and at-will employment statement where allowed , purpose of the employee handbook, and background information on the company.
The decision to include additional topics is left to the employer. If an employer fails to communicate these in the employee handbook, there may be confusion and noncompliance with the laws. A sample table of contents can be found at the end of this guide. The employee handbook should include a statement that summarizes each policy and procedure.
The statements should be easy to read and contain no legal verbiage—in other words, they should speak to the employee audience and be formulated accordingly. Once HR has completed the employee handbook outline, the next step is to write the organization's position, rules or policies under each of the outline topics.
The review process ensures that the information is accurate and easy to comprehend. The handbook may be reviewed by HR, a project team or both. By reviewing the final version, legal counsel will ensure that it contains no statements that may create contractual agreements.
The next step is to locate a vendor to produce the finished employee handbook. Organizations can seek a request for proposals from a few select vendors. Once the vendor is selected, the employer should work with the vendor through each step in the publishing process, including formatting the handbook to a specific size and style. Once the formatting is complete, a final review and approval should take place before sending the handbook to print.
Once the vendor returns finished copies of the handbooks, the organization must establish a method for distribution, such as during new-hire orientation or as a manual distribution to employees. Some employers use their intranet or internal e-mail to post the handbook electronically; however, physical copies need to be made available to employees without access to the Internet or on request of an employee.
Posting the employee handbook on the company intranet or via e-mail is also useful when changes to policies are made and need to be communicated to employees. This clarity can make the business successful as well.
Tailored to your company, a handbook should outline company policies as well as indicate how employees are expected to behave and perform. It reflects how you conduct business while providing a framework for workplace behavior and a roadmap on how to treat employees.
Not only does a handbook provide employee expectations, but also it creates a framework to guide management and leadership. Outlining what employees can expect from management helps ensure the whole company is working from the same page. Without a handbook, each department manager may do what they feel is appropriate versus following clearly defined and uniform company-wide expectations.
In other words, a handbook ensures consistency from one manager to the next so employees in different departments are treated equally and policies are enforced appropriately. With an up-to-date, comprehensive handbook , employees always know what is expected of them and how they can contribute to the business.
They understand workplace policies and procedures. They know how management will address problems and complaints. The handbook creates a shared knowledge base with the rest of the team and helps ensure everyone knows what is important. The clarity around these matters may increase staff confidence in the business and makes their efforts seem worthwhile. This has the potential to heighten engagement and motivation. At a minimum, they expect clear communication and fair treatment that meets legal requirements.
Clearly defining workplace policies and procedures can be the first step in defending a business from unemployment or other legal issues. Employment-related lawsuits and claims are often based on inconsistent treatment or lack of notice of company policies and procedures.
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