Writing an employee handbook is no simple task. You’ll have better luck if you start with an outline that will allow you to make key decisions about how you will handle employee relations. This list may seem formal, but if you’re focused on growth, you’ll need it at some point in the future anyway.
I run across small business owners who have grown over the years, often starting by hiring family, friends or acquaintances as employees. When the need arises for a handbook, it is easy to procrastinate. Ultimately, you need to have an attorney look over your handbook, but if you would like to put in the time to save yourself some money, here’s a comprehensive outline with critical areas in bold.
- Employee acknowledgement form – For your records, documents that the employee received and read the handbook.
- Community relations – encourages clients to maintain a professional image.
- Equal opportunity employment
- Harassment – You should define both workplace harassment and sexual harassment AND describe the process for reporting both.
- Nature of employment – Make it clear that employment is “at will” and that the handbook does not create a contract of employment.
- Business ethics and conduct – requires employee to follow all laws and regulations.
- Employment classifications – clearly lays out various levels of employment from owner down to part-time help.
- Personal data change policy – Explains that the employee must communicate changes to address or other contact information in a timely manner.
- Performance evaluation content and frequency – setting expectations about these reviews is an important step toward employee accountability.
- Job duties and responsibilities – Laying out job responsibilities and setting the expectation that they are subject to change without notice are two key points you must cover.
- Disciplinary process – Lay out the steps for discipline, typically a verbal warning, one or two written warnings and termination. It also helps to list acts that could lead to disciplinary action and those which will result in immediate termination.
- Attendance and work hours – Resist the temptation of being too loose with employee schedules. If you give an inch…
- Lunch period – Again, failing to have a policy about hours will always lead to employees taking advantage of your time and money. Be sure and spell it out.
- Breaks and rest – Lay out a fair and reasonable break time in the morning and afternoon and make sure your employees use this time.
- Inclement weather policy – Make it clear who they should contact if they can’t make it to work.
- Timekeeping – Make sure each employee documents and signs off on their time sheets and maintain them for your records.
- Overtime – Make it clear when it is acceptable and how much you will pay for it.
- Pay practices – You’ll need to make it clear when your employees will be paid.
- Bereavement leave – If you have a policy, get it down on paper. This is one area where employers can quickly get into an unfavorable situation if they don’t have a consistent policy.
- Maternity leave – This is another touchy area that you should address before it becomes an issue.
- Jury duty – Most businesses offer regular pay during jury duty. You may decide to limit the number of days that you will pay.
- Military leave – Military leaves are governed by federal and state law. See applicable regulations if you choose to include this section.
- Eligibility for benefits – Set a waiting period for benefits.
- Retirement plan – Include details on the match, if you choose to set up a retirement plan.
- Group insurance –
- Paid time off (vacation)- Usually based on years of employment. Be sure to include a process for multiple requests.
- Holidays – “Will be we be off the day after Thanksgiving?” Realize that your employees will likely be hesitant to ask if you don’t provide this information well in advance. Set it once and stick with it… you can always offer a “bonus” day off.
- Internet and social media policy – Clarify the policy upfront to avoid any surprises.
- Safety and health – Encourage your employees to report concerns or violations to management.
- Workplace violence – Enact a zero-tolerance policy.
- Visitors to the workplace – This is another area that can make for an awkward and uncomfortable situation if you don’t spell it out before a violation.
- Property inspection – You may reserve the right to impect company property without prior notice.
- Smoking policy
- Drug and alcohol free workplace – If you plan on conducting random drug screenings, let your employment know.
- Confidentiality policy
- Dress code
- Grievance policy – Having a process for handling grievances is the first step to keeping small issues from blowing up.
- Separation of employment – One heavily disputed area involves when an employee began getting paid (often a full pay period behind) and received their final paycheck. Make sure you note your policy to avoid confusion (and a potential lawsuit).
Writing an employee handbook from scratch is a daunting task. After reviewing this outline carefully, you should be in a better position to create a draft, or hire someone to draft the document for you.
If you plan to use an attorney to draft the handbook, rather than just review it, being clear about these points will allow you to get a reasonably firm quote from them.
As an advisor, coach and local leader, Jeremy Overton has spent the last 12 years educating and motivating individuals, families, and business owners who are interested in having a greater impact on their communities, the people they love, and the causes they support. You can connect with him on: Google+