The company's policies, procedures and guiding principles can be found in an employee manual.The purpose of the handbook is to make sure that employees understand company policies that affect their work, pay and benefits.It is important for any business to have an employee handbook that is comprehensive so that they can support their employees and avoid legal issues.Guidelines and rules for compensation, employee benefits, and company's standard of conduct can be included in an employee handbook.Discuss the company's policies on safety and security for all employees.Make sure your handbook is easy to understand and accessible for your employees.
Step 1: A general introductory paragraph is what you should begin with.
The purpose of the handbook should be outlined in a general introductory paragraph.The company's goal of being a rewarding place to work for employees should be discussed with the new employee.The employer/employee relationship is important to you."We at Company Name are confident you will find our company is a dynamic and engaging place to work, and we look forward to your contribution to our continued success."Employees are our most valuable resource.The handbook will help guide the relationship between employer and employee.
Step 2: The handbook is not a legal contract, that's what it should say.
The introduction to the handbook should state that it is not a binding contract between employer and employee.In the event of a legal issue in the future, this will help to prevent legal disputes and protect your company.You can state that the handbook only contains general information and guidelines.It is not a contractual right to remain employed by the company.
Step 3: The company can dismiss the employee at any time.
This should be included in the employee handbook.You should note that an employee can be dismissed at the discretion of the company if you state that your company is not obligated to retain employees.The handbook can't be used in a court of law if it is seen as a contract by employees.You can state that your employment may be terminated at any time with or without cause.You can also resign at any time.
Step 4: An acknowledgement page for the employee is required.
An acknowledgement page needs to be signed by the employee.The employee understands the policies in the handbook if they agree to the terms.The National Federation of Independent Business website has samples of an acknowledge page for employees.
Step 5: Check your state requirements for handbooks.
The wage policy in the employee handbook is required by most federal and state governing bodies.Each state requires you to include different information about employee wages in the handbook.You should know your state's laws to make sure you cover all requirements.You can check the federal laws for employers through the U.S. Department of Labor website.Before you outline any policies or expectations, make sure you know the requirements for your company's handbook.
Step 6: There is a wage policy.
Pay schedules and overtime pay should be noted in your employee handbook.Your employees should be aware of how often they are paid and if they get paid for overtime.If your employees are full time or part time, you should give them an estimated work hours.You should include descriptions of exempt and non-exempt employees.The laws governing minimum wage, overtime, and other wage practices are not applicable to exempt employees.The definition of overtime should be included in your description.Working longer hours can include 9 hours per day, 40 hours a week, holidays, and more.Travel time or prep time to be ready for work are paid.Your company's policy on coffee breaks and lunch breaks should be noted.Your employees know what to expect when it comes to managing their time.
Step 7: Discuss the benefits of work.
The compensation packages your company offers its employees should be discussed in the employee handbook.Over time, this may include bonuses, stock options, and salary increases.As you may need to follow through on these commitments in the future, make sure you offer compensation packages that are realistic and affordable for the company.
Step 8: The employee benefits should be listed.
State or federal law may require your company to offer employee benefits.The employee benefits should be outlined in the handbook.You don't want to put outdated or incorrect information in the handbook as your benefits policies may change.Mention who is eligible for benefits, such as full-time employees, part-timers, and their families and spouses.When you can change benefits, such as in the event of marriage or the birth of a child, you should explain the criteria.Any company-sponsored retirement or savings plan should be included in your benefits guide.Make sure to include any relevant policies.
Step 9: Discuss reimbursement policies for employees.
For companies where employees are required to use their personal property for business purposes, you will need to outline the policy for company reimbursement of these expenses.The responsibility of the company and the employee should be clear.The process of getting approval for reimbursement and listing expenditures is outlined.
Step 10: The leave policy of the company is noted.
Federal law requires you to have leave policies in place.You have to give your employees up to 12 weeks of family medical leave for the birth or care of a child, to care for an immediate family member with a serious health condition, or if the employee becomes seriously ill.Check your state's policies for family leave.How much holiday time a year employees are given as part of their employment should be explained.The amount of time allowed for sick leave and the death of a family member should be outlined.How vacation time is earned and how to request time off should be discussed in your company's vacation leave policy.Information about when the company closes or stays open during holidays should be included in the list.
Step 11: Mention the expectations of the company's employees.
The values and expectations of your employees should be outlined in the employee handbook.Discuss with your employees how you would like them to conduct themselves in the workplace.Employees can speak to a contact person if they have questions.In your discussion of employee expectations, you should maintain a positive attitude.This will make the handbook feel accessible to your employees.We expect our employees to follow a high standard of professional conduct and integrity.You should be respectful to the feelings of others as an employee.Disciplinary action may be taken against individuals who act inappropriate.
Step 12: Discuss the dress code of the workplace.
You should include the dress code in the employee handbook.Make sure you give the company's expectations for how employees should appear in the workplace, as well as the requirements for the dress code.If your company has an office setting, you may have a business casual dress code.All employees are required to appear well groomed and adhere to a business casual dress code.Since ideas may vary between generations, give a visual example of acceptable clothing and grooming.There are regulations about beards, tattoos, and head apparel that might be religious.If your employees are often in the field working on construction sites, you may require them to wear safety gear at all times.The requirements should be outlined in the handbook in order for employees to be aware of them.
Step 13: Equal employment and non- discrimination should be included.
Many states require companies to have an equal employment and non-discrimination policy in their handbook.You need to state that your company does not allow discrimination in the workplace.The Americans with Disabilities Act prohibits discrimination against people with disabilities.The Americans with Disabilities website has more about the ADA.
Step 14: An anti-harassment and complaint policy is needed.
The anti-harassment policy of your company should clearly state that no harassment is allowed in the workplace.Federal or state law often requires you to have these policies in place for your employees.If you have a process in place for filing a harassment complaint, employees will know how to file a complaint and who to talk to about the issue.Human Resources can be responsible for addressing harassment complaints in the workplace.
Step 15: The policy on digital conduct and use should be included.
Make sure your employee handbook has a policy on how to use company computers and software in the office.This is important if the majority of the work is done on computers.Make sure you explain to your employees how they can protect their information on their computers.It is important that you note any safety measures you have in place to protect the privacy of your employees.Guidelines about appropriate use of the computer and what sites employees can and cannot access should be in place.It is important for employees to know what sites the company network can be used to access and to keep company information private when using email.Note any security steps that might be viewed as an intrusion of employee's privacy, explaining why they are necessary for company security.
Step 16: Discuss the performance review process with coworkers.
Information about how your employees will be reviewed on their performance in the workplace should also be included.General guidelines on how and when performance reviews will happen for your employees can be included in the handbook.Positive reviews can lead to a salary increase or a bonus, if employees receive yearly reviews.If the employee doesn't get a positive performance review, there may be repercussions, such as a second review or firing.Drug and alcohol use, theft, harassment, violence, and other serious offenses can result in immediate dismissal.
Step 17: On-site security measures should be described.
Your employees should be aware of the security measures on your premises.You should include any procedures that are required to get through security.Along with a description of who is or is not allowed to enter, describe any off-limits or restricted-access areas.You might want to include a map showing these areas.
Step 18: The company should be aware of Occupational Health and Safety laws.
You should mention Occupational Health and Safety laws in your employee handbook if you are required to.All employees have to report accidents, injuries, and any safety related issues to management.You should have safety policies in place for bad weather and hazardous work conditions.If your employees work in the field or off site, this is important.
Step 19: The incident reporting policy needs to be written.
There should be a process for reporting incidents on the job, such as an injury while working or a robbery.In the event of an incident, your employees should be aware of who they can speak to and how to report it.There is a process in the employee handbook for incident reporting.If you think the reporting process may change in the future, you may want to have a more general discussion.
Step 20: Discuss a plan to deal with an emergency.
In the event of an emergency, such as a fire in the workplace or a natural disaster, you should have a plan of action.You should have an exit plan in the handbook for employees to follow and discuss safety points outside of the building.
Step 21: The tone of the conversation must be maintained.
The handbook should be easy to read for every employee with a friendly tone.To appeal to every employee, use a tone that is easy to understand.Imagine that the handbook is a conversation you are having with an employee as an employer.It's a good idea to use a friendly tone when talking to your employee, and stay away from formal language.
Step 22: It's a good idea to avoid jargon and complex language.
Labor laws can be complex, but this doesn't mean your employee handbook has to be boring.Instead, use simplified terms and clear language.Having legal terms that are difficult to understand may not protect your company legally in the end.If you use "we" or "employer", the employee will not feel overwhelmed.Your employees are more likely to read the handbook in full if it appears friendly and engaging, so you want the tone to sound casual.
Step 23: Make sure to stick to rules and guidelines.
Guidelines in the handbook should not be overly demanding or unreasonable.You don't want to create rules that are difficult or impossible to achieve because you want the handbook to be a useful guide for your employees.To fulfill the state requirements for employee handbooks, you should keep the handbook short and sweet.If you have strict rules that are hard to follow, you don't want to overwhelm your employees with information.
Step 24: A lawyer will review the handbook before it is used.
Your employee handbook could be used in a legal dispute by your employees.The handbook should be reviewed by a lawyer or legal review to make sure it's clear and you don't make your company liable for legal issues in the future.It will be ready for distribution once it has been cleared by the legal review.