AN EMPLOYEE handbook can be crucial in building a positive workplace culture and employee loyalty, but it is not easy to write. Every company, no matter how small, would benefit a lot by having an employee handbook. Do not wait until problems occur before drafting one. It is much easier to resolve a situation if there is a policy or rule regarding such. Without written rules, you will be more vulnerable to charges of bias or even lose legal challenges.
If you have not created an employee handbook for your business yet, you really need to consider having one. An employee handbook can be incredibly useful in communicating essential information to employees and building a positive workplace culture, but it is not easy to develop one.
Getting employees to read the handbook is another battle, but having it on the ground is the first hustle. Do not just copy other companies’ manuals.
You must adapt the rules according to your particular situation. It will be better if you study employee manuals from the same type of business and function.
In making the handbook, you should also consult the employees to provide additional input as to the wisdom of the rules you are drafting.
Creating an employee handbook is a critical step in setting your employees up for success. Employees need to know what is expected of them as they go about their daily duties.
They need to be well-informed about the company’s policies and procedures and know how to get in touch with management or human resources (HR) when the need arises.
The manual must be easily understood by every employee. For the sake of every employee, it must be written as simply and clearly as possible.
- Creating an effective employee handbook
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When creating an employee guide, you should include all the information required to succeed in your organisation and answer the common questions that a new employee may have.
A good employee handbook defines your unique workplace rules and practices, and should be written in a manner that reflects your vision and the culture you have built or want to build.
There are a lot of things you may want to put in your employee handbook. While it may seem best to have a rule for each situation, there are too many possibilities, so you should only address those that frequently happen or have significant impact.
Making an employee handbook is a major undertaking. Here are some important items that you should include:
Vision, mission and values
Stating these at the start would give employees a better idea of the priorities and culture of the company so that they could align their behaviour with the company’s vision and mission.
Every company has a mission statement that states the firm’s goals, agendas and philosophies.
Likewise, every company also has a vision statement that says where the company intends to head in the future.
By informing your employees of the organisation’s mission and vision, you are showing and teaching them what they need to do to become successful in your company — a sense of direction and purpose.
For new hires, this information is vital to getting started on their first day. After reading the handbook, they should have a solid understanding of the company, including how things are done and what is expected of them.
This helps them to approach their work with more confidence and increases their efficiency right from the beginning.
Employment policies
This is the main section of the handbook. Each business will have a different set of policies which are right for it.
Company policies and procedures can help set clear expectations as to what standard of behaviour and level of performance is expected from employees and are a good tool to introduce as part of the induction process.
Remember to always make sure your policies are clear and do not assume that everyone will read the handbook cover to cover.
Try to keep your handbook to a maximum of 30 to 40 pages, if possible. If it is too long, it may not get the attention it deserves. You may have communication policy, recruitment policy, disciplinary and grievance handling policy, compensation and benefits policy, non-discriminatory policy and many other policies that benefit the organisation.
Explain, include the penalties
Rules are difficult to implement if there are no corresponding penalties. Normally, these must be in writing to avoid legal problems later on. Certain violations are so severe that they merit immediate termination.
But usually, violations are not so serious. For most transgressions there is a progressive penalty which may start with just a verbal warning and then gradually escalate with repeated violations to qualify for suspension and even termination.
Why create an employee handbook?
There is no law requiring you to have an employee handbook. However, employers are required to inform employees of their rights in the workplace and the only way they can do that is through these employee handbooks.
Your staff handbook is one of the best ways to deliver this information to your employees.
The employee handbook also acts as a conflict mitigatory tool since it outlines the company’s code of conduct.
This will also help employees to know which behaviours are acceptable and those that are not acceptable together with their consequences.
Handbook communicates key policies
No policy is effective if it is practised inconsistently. A handbook will accurately communicate your organisation’s policies regarding employment, conduct and behaviour, compensation and other policies and procedures you follow.
Most importantly, managers can refer to the handbook when answering questions or making decisions regarding your policies and ensure their answers and actions are consistent with your policies and best practices.
The employee handbook is as crucial to the company as the Constitution is to the country. It sets out in writing the expectations and obligations of both management and employees.
Having a good employee handbook is the best tool to prevent disputes before they arise and to resolve problems when they happen.
After reading the employee handbook, your employees should know exactly what is expected from them and what they will get in return if they oblige.
