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What Is an Employee Handbook?
An employee handbook, also known as an employee manual, is a document that lays out important company policies, operational guidelines, and employee expectations. It helps streamline processes, set clear expectations, and align your team with the company culture. A well-thought-out handbook is a foundation for your team’s success and satisfaction, making it a key tool in creating a positive workplace.
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“An employee handbook isn’t just a guide; it’s a legal shield that protects the company.”
– Shivani Puri, Wizehire VP of People Ops
What’s Included in an Employee Handbook?
An employee handbook is a valuable resource that provides everything an employee needs to know about working at your company and your workplace culture; it acts as a guide to help employees navigate day-to-day work at your company.
- Company mission and core values
- Employment policies: At-will employment, classifications, work hours, attendance
- Employee benefits and perks
- Code of conduct: Expected behavior, dress code, and safety
- Health and safety guidelines
Components of an Employee Handbook
The components of an employee handbook provide a clear framework to ensure the entire company is on the same page and moving forward together. Here are a few sections to consider:
- About the company: Start with a welcome statement and share your mission, vision, and core values.
- Employment basics: Detail the nature of employment (e.g., at-will employment), job classifications, work hours, and attendance expectations.
- Code of conduct: Describe expected behavior, dress code, and safety protocol to maintain a professional work environment.
- Workplace policies: Provide a detailed description of your company’s particular workplace policies, including anti-harassment, health and safety, and attendance.
- Benefits: Explain your company’s benefits program and define what types of employees receive benefits.
How to Customize Your Employee Manual
Every company is unique, and it’s handbook should be, too. Employee handbook customizations are a great way to guarantee that they truly resonate with your team and capture your business’s mission.
Utilize Your Brand Voice
Your employee handbook should reflect your company’s personality. Whether you maintain a formal and professional tone or opt for something more laid-back and friendly, be sure it reflects your brand’s unique voice and tone. This way, your employee handbook doesn’t just communicate policies—it embodies the spirit of your organization.
Address Specific Office Needs
Consider the unique elements of your business operations, industry, workforce, and work environment; whether remote, in-office, or hybrid. Customize your employee policies and procedures to address these aspects specifically when writing your employee handbook.
Consider Local Variations
If your company spans multiple on-site locations, tailor parts of your employee handbook to align with local laws and regulations. This attention to detail helps avoid legal pitfalls for workers and businesses alike.
Highlight Your Company’s Unique Perks
Your employee handbook is ideal for sharing your employer value proposition (EVP).
Whether it’s your flexible work-from-home policy, dedication to sustainability, or robust employee development programs, include these highlights in your handbook.
Your Employee Conflict Policy
An employee handbook typically includes detailed policies on handling conflicts, specifying the steps employees and management should take to address disputes. This clear guidance helps prevent misunderstandings and ensures that conflicts are handled fairly and efficiently, maintaining a harmonious work environment.
Employee Performance Guidelines
Your handbook should outline the procedures for initiating and conducting performance improvement plans (PIPs). This will help manage performance issues transparently and effectively support employees’ development and integration back into the team.
How to Write an Employee Handbook
When writing an employee handbook, start by gathering input from HR, legal, and company leadership. Make sure to cover essential areas such as employment policies, behavioral guidelines, and benefits. Your employee handbook is a living document that combines legal compliance with your company’s unique culture and needs—a valuable and up-to-date resource for the entire organization– collaboration with these departments ensures that the handbook reflects your company’s mission and values as accurately as possible.
5 Key Steps to Writing Your Employee Handbook
Outline Key Sections
Start by outlining key sections that reflect your company’s operational and cultural framework (for example, work hours and benefits).
Collaborate with Stakeholders
Collaborate with legal, HR, and other company leaders to ensure your content accurately reflects current laws and company policies.
Make It Accessible
Use clear, concise language to make the handbook accessible and understandable to all employees.
Personalize Your Handbook
Incorporate your company’s ethos, mission, and values to personalize the content and foster a connection with team members.
Keep It Updated
Regularly update the handbook to ensure its relevance and alignment with evolving workplace norms and laws.
Sample Employee Handbook Template
This sample employee handbook template offers a quick way to draft a clear, concise guide for your employees. It covers all the major areas required to comply with employment laws and fosters a positive workplace culture. Use this template to quickly customize your employee handbook to suit your company’s unique needs!
[Company name] Employee Manual
Welcome to [Company name]! We’re glad you’re here!
Now that you’re with us, we know you’re excited about [insert your company’s mission].
This document is designed to share more about what you can expect from us as we embark on this journey together. It is not designed as a contract of employment.
[Executive Name], [Job Title]
About the Company
Mission: [Insert your company’s mission statement.]
Wizehire example: “We help small businesses grow with a better way to hire.”
Vision: [Write your company’s vision statement.]
Wizehire example: “We are a hiring platform that helps small businesses grow.”
Core Values:[List your company’s core values]
Wizehire example: “Our values are the heart of everything we do at Wizehire. They define our commitment to our clients, how we work together as a team, and our vision for a world where every business on Main Street succeeds.”
Employment Basics
Timekeeping: [Use this section to outline your company’s procedures for reporting time worked.]
Payroll Schedule: [State your company’s payroll schedule, including how often employees will get paid (e.g. weekly, biweekly) and how they’ll get paid (e.g., direct deposit, check).]
Overtime: [Include your overtime policy, following applicable state, local, and federal regulations.]
At-Will Employment: [This statement explains that either the employee or the company may choose to terminate the employment relationship at any time for any nondiscriminatory cause.]
Equal Opportunity Employment (EEO): [State that you don’t discriminate against employees based on gender, age, sexual orientation, race, nationality, ethnicity, religion, disability, or veteran status regarding hiring, promotions, and the workplace in general.]
Accommodation Policy: [This section discusses reasonable accommodations per the Americans with Disabilities Act (ADA) and how employees can request accommodations.]
Labor Law Posters: [Tell employees where they can find labor law posters.]
I-9 Verification: [Outline the steps to complete the I-9 form, and when the form is due.]
Diversity, Equity, and Inclusion (DEI): [Outline how your company integrates DEI into its overall success.]
Wizehire example: “Wizehire is a company where people can show up as their full selves each day and can contribute to their best ability. We strive for a transparent environment where all voices are heard and welcomed. Thanks for being you and being here.“
Code of Conduct
Disclaimer: Check your local and state laws to ensure your handbook includes all the required employment policies.
Respect: [Outline expected behaviors that promote a professional, respectful, and inclusive environment.]
Dress Code: [Outline your expectations on dress code, and note specific situations that may require a more formal dress standard such as client meetings.]
Technology: [Provide guidelines for using technology and the internet at your company, including your cell phone at work policy, corporate email usage policy, picture-taking policy, and cybersecurity best practices.]
Attendance: [Highlight the importance of being on time and present for work each shift, including what to do in emergencies and an overview of disciplinary actions for no-shows.]
Remote Work: [Outline your work-from-home policy, including who is eligible to work remotely, how often employees can work from home, communication expectations, and any technology requirements.]
Employee Relationships: [Provide guidelines on workplace relationships, fraternization, and employment of relatives to ensure that relationships between employees are appropriate and harmonious.]
Workplace Policies
Confidentiality and Data Protection: [Provide details about your employee privacy policy and tips for keeping information secure.]
For example, locking and securing confidential files, and using secure devices when viewing and storing confidential data.
Harassment and Violence: [Describe your policies on workplace harassment, sexual harassment, and workplace violence, including the process for reporting harassment or violence.]
Workplace Safety and Health: [Outline your company’s workplace safety and health policies, preventative actions, and managing emergencies.]
More policies to consider:
- Workplace visitors
- Anti-bribery & corruption
- Conflicts of interest
- Protection of company property
- Performance improvement plans
Exit Policies
Disciplinary Actions: [Explain the steps in your disciplinary action process.]
Termination: [Explain why an employee may be terminated (e.g. misconduct, poor performance, breach of contract), including details about final pay and benefits continuation.]
Benefits
[Introduce which types of employees are eligible for your benefits program for instance employees and not contractors.]
Health Insurance: [Provide general information on the types of insurance programs you offer to employees and who they can contact for more details.]
Vacation Days: [Share how much paid vacation time is available to employees and how to request time off.]
Holiday Schedule: [List all company holidays or workplace closure dates for the upcoming year.]
Family and Medical Leave Act: [If your company is subject to The Family and Medical Leave Act (FMLA), consider an overview of when employees are eligible and how to request it.]
Other Types of Leave: [Explain the process for taking time off for sick leave, jury duty, new parent leave, voting leave, bereavement leave, or military leave, depending on your local laws.]
Resignation: [Explain your voluntary resignation policies, including when it’s considered automatic (i.e., in the case of job abandonment).]
Returning Company Property: [Explain your rules on returning company property and equipment after termination or resignation.]
Exit Interviews: [Include details about your exit interview process.]
Eligibility for Rehire: [Specify the conditions under which a former employee might be considered for rehire.]
Wize Words
Employee handbooks provide important guidelines to teams. By embedding your handbook into the onboarding process and making it easily accessible, you turn what could be just another document into an essential part of your workplace culture.
Employee Handbook Best Practices
Creating an employee handbook that’s both engaging and easy to understand is key to ensuring employees not only read it but also refer to it when needed. Here are a few best practices to keep in mind:
- Use simple, clear language so all employees can easily understand the content.
- Incorporate visuals like icons or charts to make important information stand out.
- Keep sections concise by using bullet points and short paragraphs for easy scanning.
- Highlight company culture to help employees feel connected and aligned with your mission.
- Review and update regularly to ensure the handbook stays relevant and reflects current policies.
By making the handbook engaging, clear, and concise, you’ll foster better understanding and ensure employees can confidently follow company policies.
Frequently Asked Questions About Employee Handbooks
While providing an employee handbook is not legally mandated, it’s highly beneficial. In the U.S., state and federal regulations require that employers inform their staff about key employment details such as paid time off (PTO), sick leave policies, workplace rights, and protections. Compiling these mandatory disclosures and other company policies and procedures into a well-organized handbook ensures compliance and serves as a comprehensive resource for employees.
When crafting an employee handbook, avoid including overly specific rules, dense legal jargon, inflexible policies, and promises of long-term employment that imply guaranteed job security. Ensure the language is inclusive and non-discriminatory, adhering to all anti-discrimination laws. Exclude irrelevant information to keep the handbook clear and concise. Regularly update it to reflect current compliance standards to prevent legal issues.
Customizing an employee handbook involves tailoring policies and guidelines to fit your company’s specific culture, goals, and legal requirements. Start by including essential information like company values, benefits, and operational procedures. From there, you can add sections that reflect your unique workplace, such as remote work policies, team-building activities, or professional development opportunities. Make sure to align the handbook with your industry standards and local labor laws to keep it legally compliant while still making it relevant to your team.
When writing an employee handbook, avoid using overly legalistic language or jargon that may confuse employees. Stay clear of vague policies that could be interpreted differently by different readers, as this can lead to misunderstandings. Avoid including discriminatory or outdated practices that no longer reflect your company’s values or current labor laws. Be mindful not to promise specific outcomes or benefits that might not always be deliverable, as this could cause legal issues or undermine trust with your employees.
A typical employee handbook starts with a welcome statement and an overview of the company’s mission, vision, and values. It then moves into essential policies covering employment practices, workplace conduct, anti-harassment policies, and compensation and benefits. Additional sections include work schedules, leave policies, and disciplinary procedures. It’s also common to include information about safety protocols, use of company property, and confidentiality agreements. Finally, employee handbooks often conclude with an acknowledgment page where employees confirm they’ve read and understood the document.
Legally required sections of an employee handbook vary depending on the location and industry, but generally, you must include information on anti-discrimination policies, workplace safety (often outlined in Occupational Safety and Health Administration guidelines), and employee rights under the Fair Labor Standards Act (FLSA). For U.S. employers, it’s crucial to include policies on Family and Medical Leave Act (FMLA) rights, sexual harassment policies, and adherence to equal employment opportunities (EEO) laws. Check your local and state laws for additional requirements.
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