An employee handbook is usually a book presented to an employee containing policies and instructing employees on what to do when employed in an organization. It serves as a tool of communication and information, guiding both the employer and employee on deliverables and expectations.
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An employee handbook should contain information relating to the organization’s history, mission, values, policies, procedures and benefits in a written format. It is recommended that an employee handbook should be accessible and made available to the employees especially during their onboarding process. It is also important that there is an acknowledgement upon receipt of the handbook so communication is established.
There should also be a clear distinction between an employment handbook and an employment letter. However, in an employment letter and contract, reference is made to the employee handbook so it gives it some form of validity.
To ensure your employee handbook is at its best, you should consistently review and revise it to reflect the best practices in the employment industry and the current company policies. A summary of each policy is also important so that it is easy to read and understand. The employer must be proactive to make plans for expansion and accommodate those changes in the handbook.
The employer must also ensure the handbook sufficiently captures the company’s vision, mission, goals and objectives so it creates clarity on what the company is about.
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A caution is to ensure that the handbook is reviewed by a lawyer on behalf of the employee so that there is adequate knowledge on what is expected of him, and no statement that may unnecessarily create and bind the employee contractually is written.
As soon as policies change or an update is made, there should be people tasked with the responsibility to update the handbook immediately. Also, a periodic review should be done such as every one to two years so nothing is left to chance.
Benefits of an employee handbook
Introduces your employees to the culture, mission and values of the company
Improves communication between the employer and employee and gives a clear understanding of responsibilities and duties. It also helps the employee know what to expect from the leadership and management of the organization.
It also ensures that the detail of the employment is compliant with the laws of the state and helps to defend both the employee and employee against claims.
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Content of an Employee Handbook
- Code of conduct
- Working hours, overtime, dress code and facility information
- Data privacy and security information
- Benefits and bonuses for full-time and part-time employees
- PTO policies (sick-time, vacation time, maternity & paternity leave, bereavement)
- Resignation and termination processes
- Anti-harassment policies and processes
- Communication policy
- Confidentiality and non disclosure policy among others.
- A detailed employee handbook is one of the best ways to secure an organization and reduce avoidable costs. To create one, an organization might need to employ the services of a lawyer and provide information required to tailor make it to the organization in question. However, it is always a win-win situation for all the parties involved.
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