Carol Morris

HR in the Windy City

Set Your Company Tone with Your Employee Handbook

 

Obviously employers develop employee policies as a way to share relevant information with their employees. These company policies are needed to let employees know what to expect and how they are expected to behave in the workplace. Many employers organize these policies and publish them in an employee handbook.  

If you are planning to develop an employee handbook, you may find these other HRTools.com Insights helpful: 

1. Developing and Maintaining Employee Policies
2. Employee Policies Are Important and Enhance the Business Brand 

In addition to information I previously discussed on HRTools.com, here is a summary of some other types of policies employers can consider including in an employee handbook: 

1. Weapons policy: With the growing concern over workplace violence, I believe it’s very important that employers have a weapons policy. Informally speaking, employers want to send the message: Don’t bring your guns to work; keep them at home; we don’t want guns brought to or kept on the company premises. This approach is especially important now given the state of our times. As the saying goes, desperate people can do desperate things.
2. Communication and Internet codes of conduct policies: You will want to establish boundaries. Make it clear how company resources and equipment—whatever that entails…computers, phones, fax machines, Blackberries, etc.—can be used and how they are not to be used. Of course, you will want to address standards for transmitting and receiving e-mails and downloading content or files from the Internet, as well. In addition to setting appropriate standards, you will want to caution employees about downloading unlawful content from the Internet.
3. Vacation, holidays, paid time off (PTO), leave of absence, etc.: All employees need and will want to know this information. Not only that, employers are responsible for regulating the time off that their employees take. Employee time off needs to be documented, especially if it’s unscheduled time off and it becomes excessive. If excessive and unauthorized employee absences are cause for termination, then employers should notify employees of that policy ahead of time, and good records must be kept. Employers may also want to counsel those employees who have excessive absences and ask them if they are aware of the policies relating to unscheduled time off.
4. Acknowledgement of reading policies: You will also want to include an acknowledgement statement. Ask each employee to sign the acknowledgement, which states that he/she has read and understood the policies. Put the original copy in the employee’s personnel file in a secure, locked location and be sure and give them a copy for his/her records, as well. 

Finally, develop employee handbook content concisely, keeping a friendly tone.

While employee policies are serious and important, it is better, too, if employers develop their employee handbook content in a reader-friendly manner. For example, referring to the computer policy referenced above, which one of the following examples sets the better tone? 

1. Do not ever use company computers to conduct personal business; or
2. Company computers are to be used for company business. 

Option number two sets the better tone because the language is positive, yet specific. You want employees to read the employee handbook, so it’s better not to inundate them with more information than necessary. Once you have an employee handbook in place, it is important to audit and update it on a regular basis. 

Note: This Insight is provided as general information only. Employers are encouraged to seek legal counsel in order to obtain specific information regarding employee policies.

The information contained in this document is for general, informational purposes only and is not intended to be legal advice. This information is not a substitute for the guidance of a professional and should not be relied upon in reference to any specific situation without first seeking the advice of a qualified HR professional and/or legal counsel regarding applicable federal, state or local laws. HRTools, Insperity and their respective employees make no warranties, express or implied, and make no judgments regarding the accuracy of this content and/or its applicability to a specific situation. A reference or link to another website is not an endorsement of that site or service.