Employee Handbooks
The company employee handbook is one of the most important communication
tools between your company and your employees. Not only does it set forth your
expectations for your employees, but it also describes what they can expect from
the company. It is essential that your company has one and that it be as clear
and unambiguous as possible. Make certain that it is written in an
understandable language which makes the company's policies accessible.
The company employee handbook and related personnel policies are usually the
first formal communication that you will have with an employee after they join
your team. Make sure the first impression is a good one. Similarly, in the event
of a dispute or poor performance review, this will be the first place that the
employee turns.
What Should an Employee Handbook Include?
The most effective employee handbooks cover the following topics. Links to
guides discussing your legal obligations as an employer are provided below as a
reference.
Non-Disclosure Agreements (NDAs) and Conflict of Interest
Statements
Although NDAs are not legal requirements, having employees sign NDAs and
conflict of interest statements helps to protect your trade secrets and company
proprietary information.
Anti-Discrimination Policies
As an employer, you must comply with the equal employment opportunity laws
prohibiting discrimination and harassment, including the Americans with
Disabilities Act. Your employee handbook should include a section about these
laws that states that employees are expected to comply with them.
Compensation
Clearly explain to your employees that your company will make necessary
deductions for federal and state taxes as well as voluntary deductions for the
company’s benefits programs. In addition, you should include your company’s
legal obligations regarding overtime pay, and information on pay schedules,
performance reviews and salary increases, time keeping, breaks and bonus
compensation.
Work Schedules
Describe your company’s policy regarding work hours and schedules, including
attendance, punctuality, and reporting absences. Also include your company’s
policy for flexible schedules and telecommuting.
Standards of Conduct
Make sure you have thought out your expectations of how you want employees to
conduct themselves in your workplace, including dress codes and inappropriate
behavior. In addition, it’s important to remind your employees of their legal
obligations, especially if your business is engaged in a regulated activity (for
example, your company’s legal obligations to protect customer data or to avoid
insider-trading activity).
General Employment Information
Your employee handbook should include an a overview of your business and
general employment policies covering employment eligibility, job
classifications, employee referrals, employee records, job postings,
probationary periods, termination and resignation procedures, transfers and
relocation, and union information, if applicable.
Safety and Security
This section should describe your company’s policy for creating a safe and
secure workplace, including compliance with Occupational Safety and Health
Administration (OSHA) laws that require employees to report all accidents,
injuries, potential safety hazards, safety suggestions and health and safety
related issues to management.
Safety policies should also include your company’s policy regarding bad
weather and hazardous community conditions.
Finally, your security policy should include your commitment to creating a
secure work environment, and your employee’s responsibility for abiding by all
physical and information security policies, such as locking file cabinets or
computers when they aren’t in use.
Computers and Technology
Computers and communication technology are essential tools for conducting
business. However employee misuse can have serious consequences for your
company. Your employee handbook should include policies for appropriate computer
and software use, and steps employees should take to secure electronic
information, especially any personal identifiable information you collect from
your customers. While not required, it is recommended that you develop policies
on the use of social media in your workplace.
Media Relations
It’s a good business practice to have a single point of contact for all media
inquiries, such as yourself or a public relations professional. You don't want
your employees to bring unwanted attention to your company by speaking about
your business in ways that could easily be misrepresented in the media. Your
employee handbook should include a section that discusses how you employees
should handle calls from reporters or other media inquiries.
Employee Benefits
Your company’s handbook should detail all benefit programs and eligibility
requirements, including all benefits that may be required by law such as
disability insurance, worker’s compensation, and COBRA.
The employee benefits section should also detail your plans for health
insurance options, retirement, employee assistance, tuition reimbursement,
business travel, and any other fringe benefits your business provides to attract
and retain employees.
Leave
Your company’s leave policies should be carefully documented, especially
those that you are required to provide by law. Family medical leave, jury duty,
military leave, and time off for court cases and voting should all be documented
to comply with state and local laws. In addition, you should explain your
policies for vacation, holiday, bereavement, and sick leave.
No comments:
Post a Comment