The Top 7 Elements Every Employee Handbook Should Include

An Employee Handbook is an important resource tool in ensuring employee accountability and legal compliance, introducing your organization’s service philosophy, and ensuring consistency in the way internal processes and procedures are applied. In developing Employee Handbooks for companies great and small, I have realized that there are seven essential sections that an effective Employee Handbook must have. They include:

1. Your Service Philosophy – This includes information about the Company’s Vision, Mission, Values and/or Standard of Excellence. It gives employees an understanding of where the company is going, how it will get there, and how they can contribute to organizational success.
2. What Employees Can Expect from You – Topics covered in this section should include information about the Probationary or Orientation Period; the New Employee Orientation Process; On-the-Job Training; Performance Appraisals; Merit or Annual Wage Increases; the Job Transfer and Promotion Process; information on Internal Employee Communications like Departmental Meetings; and your Workplace Safety & Security Procedures.
3. Policy on Harassment & Professional Conduct – This section should outline the company’s position when it comes to the prevention of Sexual Harassment and Workplace Discrimination; the consequences of violating company policy; and what to do if an employee feels they are a victim of harassment in the workplace.
4. Benefits & Compensation Procedures – This section should cover what is most important to employees, which includes how and when they will be compensated; how often salary increases are awarded; and the process for taking time off from work for vacation, sick, personal time, bereavement, holidays, or jury duty. It should also share information about employment classifications, as well as work scheduling and exchanging shifts.
5. Company Standards – This area should contain all the miscellaneous standards and procedures that employees need to be aware of like the company’s attendance guidelines; employee meal breaks; grooming and appearance standards; the use of company computers, telephones, and facilities; the policy concerning solicitation in the workplace.
6. Progressive Discipline Process – Here you want to clarify what happens when an employee violates established company standards. At what point will they receive a verbal warning, a written warning, or even termination of employment. You also want to establish what behaviors are considered unacceptable in the workplace and could lead to disciplinary action, up to and including separation.
7. Employment Separation Procedures – In this final section you want to establish the process for separation of employment, whether the employee voluntarily resigns or is terminated. Do you expect voluntary resignations in writing; will an Exit Interview be conducted; and what is the process for receiving the final paycheck?

Bottom-line, while my Employee Handbook list may not be all inclusive, if you don’t already have one or it needs significant revisions – this list is a good start. Remember, the purpose of an Employee Handbook is to ensure staff and leaders are aligned with company standards, policies, and expectations so that they are well equipped with the knowledge and resources to work at optimum levels everyday.