The Compelling Case for Employee Handbooks

By: Leslie Sammon, Robert Procter & Judd Genda | Axley Brynelson, LLP

Embarking on a new year calls for strategic resolutions, and one that should top your list is creating or updating your company's employee handbook – a crucial document that businesses need to embrace. A well-crafted employee handbook is a valuable resource and benefits your company, supervisors, managers, and employees. Whether your agency is large or small, prioritizing your employee handbook is the perfect way to kick off the year. It goes beyond a mere set of rules; it's a comprehensive guide that can:

Shape Company Identity: Communicate your company's mission, values, and culture, setting a positive tone for the workplace, welcoming new employees, and outlining shared goals for collective achievement.

Establish Performance Expectations: Clearly define employee and company performance and conduct expectations, reducing confusion and uncertainty. This includes policies on timekeeping, workplace rules, safety, and disciplinary procedures.

Communicate Employment Benefits: Clearly articulate vacation, sick leave, and other paid time off policies, as well as additional benefits like group insurance or retirement plans. In doing so you will reinforce these benefits to help ensure consistent administration and enhance employee retention.

Ensure Fair Treatment: Provide written policies that assure employees and supervisors of fair and consistent treatment. These guidelines help enforce uniformity across departments and groups of employees, fostering an environment of equality.

Mitigate Legal Risks: Assist in defending against various legal claims and in ensuring compliance with employment laws.  For example, a written policy on workplace discrimination and harassment, establishing a procedure for investigating complaints is crucial in defending against various legal claims.  Similarly, a written policy governing overtime and breaks is helpful in defending against wage and hour claims, just as workplace rules and discipline policies can assist in defending against certain types of unemployment compensation claims.

Enhance Communication: Act as a communication bridge between employees and management, offering a platform for addressing concerns and facilitating internal resolution of workplace disputes.

A well-written and consistently enforced document dispels any arguments against employee handbooks. Including an employment-at-will statement and a disclaimer that the handbook is not an employment contract preserves the company's flexibility to terminate employment and to make changes to its policies, procedures, and benefits.  Regularly reviewing and updating your handbook keeps policies aligned with evolving employment laws. Customizing, communicating, and consistently enforcing policies make your handbook an invaluable tool for navigating the complexities of the workforce.

The new year is the opportune time to initiate or revisit your employee handbook!

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