Also known as a staff manual and business handbook, an employee handbook is a document given to employees which outlines your company’s policies, culture, and expectations of behaviour and performance in the workplace.
An employee handbook is a great way to induct new staff into your organisation and gives existing staff a document they can reference at any time to keep their knowledge of workplace policies and procedures up to scratch.
Employee handbooks should be written to meet the specific needs of your business and the industry in which you operate.
Customise Your Company Policies
Every employee has a different background and their own set of experiences that inform their ideas of what is appropriate in a workplace. The Employee Handbook should set the standard and educate your employees to get everyone on the same page. Depending on your business and the industry you are in, the handbook can look very different from company to company. A popular way to get the key messages across is a slideshow, especially for employee induction purposes, rather than employees having to wade through realms of paper. You can intersperse it with e-learning modules to really drive your point home. It is always good to back it up with a document though, as it is handy for employee reference purposes.
BrightHR allows you to store employee profiles and key documents such as contracts and handbooks securely in the cloud and determine employee access. You can upload updated polices and handbooks, set reminders and notifications of key dates, and get read receipts once your employees have accessed the latest version.
Make sure you have the basics covered in the handbook in terms of essential policies and procedures, such as a reflection of the current company culture, workplace policies and procedures, company expectations and standards of behaviour, and key onboarding information. But you can also include policies specific to your business, such as contact centre etiquette, customer complaint handling procedures, and polices concerning shiftwork for example, provided they meet any legislative requirements.
Set Expectations From the Beginning
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 good tool to introduce as part of the induction process. It is a good idea to go through the key aspects of the Employee Handbook as part of an new employee’s induction rather than just let them to read it themselves. This ensures that the employee is familiar with the document and its content. It also allows employees to ask questions if something is not clear.
It is also a tool to manage employee expectations as to what they can expect from you in terms of reward and recognition, ongoing training and development, but also in what circumstances disciplinary action may be taken or what will happen if the employee makes a complaint.
BrightHR and BrightSafe offer online learning modules that you can use to train staff particularly in respect of their health and safety obligations.
There are many good reasons to have an employee handbook though. Many employers like them because they help to clarify expectations and reduce misunderstandings at work.
What Should You Include In Your Employee Handbook?
How you choose to structure the contents of your employee handbook is entirely up to you. The kind of information you include will depend greatly on the size of your company, the industry you specialise in, and the tone or style you use to communicate with your employees.
Regardless of your approach, there are certain details that every company should include in their employee handbook. Here are some of the following terms you may wish to address in your document:
- Welcome note and information for new staff
- Background and culture of the company
- Mission and vision statements
- Code of conduct and standards of behaviour
- Health and safety policy
- Workplace procedures
- Grievance procedures
- Equal opportunity policies
- Hours of work
- Leave processes and procedures
- Performance standards
- Disciplinary Procedures
- Internet, social media and email policies
- Confidential information and privacy policies
- Rules of company
- Training and development
- Termination (ending) of employment
- Use of company property policies eg. vehicles or laptops
Outside of these guidelines, you may also inform your staff on employment policies and procedures that relate to your business. If it is a new policy or amendment that constitutes a major workplace change than consultation may be required depending on the relevant industrial instrument. Don’t simply copy and paste policy templates that you find online. Make sure the terms you include are relevant to your business and the industry you are involved in.
Below are some of the most common policies and procedures to clarify in your employee handbook:
- Absence and sickness policies
- Equality or equal opportunity policy
- Internet, email and social media (or IT) policy
- Use of company property policy
- Bullying and harassment policy and procedure
- Appraisal procedure
- Disciplinary and grievance procedure
- Parental leave procedure
- Performance management procedure
- Resignation procedure
Updating Your Employee Handbook
An employee handbook is not something you write once and set aside. You may need to update the handbook in response to internal changes in the company itself.
Consider having a provision in the employee’s employment contract or Handbook that states that the Employment Handbook does not form part of the contract, and that the Employment Handbook itself allows the employer to update or modify the policy at any time. Ideally you should review, revise and recirculate your employee handbook when required.
If necessary, you can also host a training or info session to verbally communicate these changes, and take questions from staff to clarify details they are unsure about.
Peninsula can help you draft workplace policies, procedures and documents including employee handbooks. Call Peninsula for free initial advice or send an enquiry today.
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