What is an Employee Handbook?
This question isn’t wholly ridiculous as Employee Handbooks are often called by other names.
Perhaps you’re familiar with the terms: Employee Field Guide, EHS Manual or Safety Manual. All serve the same purpose. Employee Handbooks are designed to provide a comprehensive understanding of company policies and procedures within one accessible literature.
What’s Inside an Employee Handbook
Our frequently stated slogan is – No two companies are the same. A fantastic feature of employee handbooks is the same – no two are alike! You have complete creative control to mold and shape your employee handbook as needed. What risks are involved in your operations? Who are you hiring? What are your expectations?
Often Employee Handbooks include:
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Employment compensation and benefits description
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Dress code
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Legal Policies
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Statement on company culture
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Human Resources information
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EEOC and ADA policies
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Code of Ethics
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Social media policies
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Overtime policies Welcome letter from the CEO or president
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Statement of the company’s mission, vision, values, and purpose
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Applicable non-compete and non-disclosure agreements
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Attendance requirement/absenteeism policy
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Non-exempt and exempt employment status definitions
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Use of company equipment and property
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Safety Policies
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Additional company policies and procedures
All Employees Need an Employee Handbook
The main goal of an employee handbook is to provide a comprehensive set of guidelines and expectations for your employees. Typically, these handbooks (or safety manuals) are distributed at the time of employment. A hiring manager (often a representative of human resources) thoroughly reviews the handbook with each employee and requires a signature of receipt and understanding. Regardless of exposed risk, each company employee should receive and understand the components of your company’s Employee Handbook.
Legal Requirements
The Federal Department of Labor doesn’t legally require employers to create an employee handbook. Instead, employers must inform employees about their rights, which often includes a posted workplace sign or other documents. Employee Handbooks are frequently the most convenient way to distribute employees’ rights. Some federal labor laws often referenced in an employee handbook include:
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Workers’ Compensation laws
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Wrongful Discharge/Termination of Employment laws
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Drug-Free Workplace policies
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Family and Medical Leave Act (FMLA) laws
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Wage and Hour laws
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Unsafe Workplace Complaints and Conditions laws
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Workers’ Safety Rights/Occupational Safety and Health Administration (OSHA) laws
State labor laws may also need to be included, which can be complex if a company has employees in multiple states. In this case, a best practice is providing a location-specific section in an employee handbook detailing applicable state laws.
Employee Benefits
Most employees enjoy having company guidelines and a safety resource. Interestingly enough, employee handbooks are often referenced to enforce company compliance. Employees find the top benefits of employee handbooks to be:
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Help in mitigating conflicts between employees
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Promoting a better understanding of the company
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Communication of expectations to employees
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Ensuring compliance with state and federal laws
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Defense against employee claims
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Provided protection against lawsuits, such as harassment claims, discrimination claims, and wrongful termination claims
5 Steps to Employee Handbook Creation
1 Create an outline (font, format, layout)
2 Decide on Policies and Procedures
3 Revise and Review – Ensure Stakeholders approve and possibly check with attorneys to ensure you’re Employee Handbook complies with state and federal laws
4 Distribute to employees
5 Make updates and redistribute annually
Safety Culture Matters
All too often, handbooks are distributed and forgotten. Your employee Handbook should be frequently referenced by your management team in an effort to maintain awareness. Your Employee Handbook should be simplistic but thorough and capture the importance of safety and compliance in your company. Having a staff of safety-conscious employees aids in your company’s quality and compliance.
Employee Handbooks are NOT one-and-done.
As regulations and requirements often change and differ from state to state, you may need to update your employee handbook frequently. It’s suggested that Employee Handbooks be reviewed for necessary changes every six months. Updates and redistributions are meant to occur on an annual basis.
If you need an update to your Employee Handbook, it’s best to clearly identify the updated section(s) with a company memo. Swiftly redistribute your handbook. Ensure that all employees receive and sign off on comprehension.
Cascade QMS Tip: Label each version of your handbook with a unique identifier. Labeling each version of your employee handbook will allow for quick referencing and mitigate room for confusion.
Mass Media Handbooks
Employee Handbooks were once only available in black and white ink on paper.
Today, Employee Handbooks can be easily accessed on a template, on an oil rig, in the middle of the ocean!
Technology is constantly changing, as are forms of safety and compliance. While we still believe in the power of a tangible Employee Handbook, we also highly suggest an electronic delivery.
Simple PDF files are great for the distribution of your employee handbook.
PDF versions of your employee handbook can be easily accessed on nearly every electronic device your employees use. You may also find training dashboards incredibly user-friendly hubs for your Employee Handbook and other safety materials. Cyber Security and Safety are essential. Before mass media distribution, we suggest ensuring a comprehensive understanding of Cyber risks.
Don’t sweat the handbook.
While employee handbooks may be complex and often tasked on a back burner, you’ve lucked out today! A seasoned consultant wrote this blog at a reputable and capable quality management company. Cascade QMS has created and distributed countless employee handbooks. Whether you need a new manual or frequent updates – we’re here. Reach out today and receive a complimentary review of your current employee handbook!
Just need a simple program? No problem.
Give us a call or reach out to support@cascadeqms.com for help!