Wondering how to write an employee handbook? Whether you’re an entrepreneur ready to hire your first staff or an established business in need of an updated employee handbook, there’s a long list of items you should consider including. This basic employee handbook template will help you get started on writing an employee handbook that clearly outlines company guidelines. Here are the key components to consider:
General Employment Information
A small business employee handbook should include an overview of your general employment policies, which may include:
- Employment Eligibility Requirements
- Trial Period Policy
- job classifications
- Job posting protocol.
- work programs
- Attendance Policies and Absence Reporting
- Flexible scheduling guidelines or telecommuting, if necessary
- employee records
- Transfer and relocation procedures
- Termination and Resignation Policies
- Union information, if necessary
Compensation
Explain the deductions that will be withheld from paychecks, including required state and federal taxes, as well as deductions for voluntary benefit programs in which the employee may participate. Also describe the company’s legal obligations for overtime compensation.
Also, when you’re writing an employee handbook, explain policies related to time control, breaks, pay schedules, performance reviews, salary increases, and bonus opportunities.
Leave
The manual should also contain the company’s leave policy, especially when it comes to situations mandated by law, such as family medical leave, military service, jury duty, or time off to vote. Also describe the policies regarding holidays, vacations, illness, and bereavement.
Employee Benefits
When writing an employee handbook, always include details of all company benefit programs, such as health insurance, retirement, etc. Include explanations of benefits that may be required of your company, such as workers’ compensation, COBRA, and disability insurance.
Do you offer fringe benefits? Itemize those too, whether it’s business travel reimbursement or tuition assistance.
standards of conduct
Describe the behaviors you expect in the workplace. If your small business is in a regulated industry or has legal obligations to consumers, customers, or suppliers, make sure employees are aware of their legal obligations.
anti-discrimination policy
You must comply with equal employment opportunity laws that prohibit discrimination and harassment in the workplace. Include information about these regulations and your expectations for how employees must comply with them.
Employee safety and protection
A small business employee handbook should outline policies that create a safe and secure environment. These include OSHA laws and requirements, such as reporting accidents, injuries, safety tips, etc.
The company’s security policy will cover the employee’s responsibility to protect the physical environment (such as locking doors at closing time) and the information environment (such as locking computers when not in use).
Technology
With technology playing an increasingly critical role in the way businesses operate and communicate, it is important to establish specific guidelines for the use of software and computers in the workplace, including the use of social media. If you collect personally identifiable information from customers, the employee handbook should also include steps workers must take to keep the information secure.
Confidentiality and conflict of interest
If you need to protect a trade secret (like your restaurant’s secret sauce) or avoid conflicts of interest, non-disclosure agreements (NDAs) and conflict of interest statements are a proactive way to protect your company’s proprietary information.
media relations
Small business owners and managers know how important it is to have a single, consistent voice to represent the business in the media. Let employees know how to handle questions from reporters or other media, including bloggers. If you have a company spokesperson, include that person’s name and contact information in the media section.
Make your job as an owner or manager easier.
Will writing a small business employee handbook solve all your staffing problems? Probably not. But writing an employee handbook that is clear and concise can go a long way toward reducing or preventing confusion among employees, which means you can spend more time managing the team instead of putting out fires.