Is Your Employee Handbook Missing Something Important?
The Art Of An Employee Handbook
Creating an employee handbook can feel overwhelming for many employers, leading them to include only the most basic policies. However, this approach may not sufficiently inform employees or protect the employer. To better minimize your risks, consider updating your existing employee handbook with comprehensive policies.
Last Minute Additions That May Be A Good Idea:
Social Media – Social media is prevalent today, and it’s essential to address it by updating any outdated employee handbooks. Laws regarding what you can and cannot direct your employees to do on social media are still evolving. Nevertheless, you can guide employees on work-related posts, such as prohibiting them. Additionally, you can determine whether employees can use social media during company time.
Lunch Break – Lunch breaks should be clearly defined in your policies. This includes specifying the duration of the lunch break, the designated eating areas (such as the break room instead of at their desks), and whether employees need to clock out. Since each state has its own laws governing lunch breaks, ensure you are familiar with your state’s regulations to maintain compliance.
Dress Code – You might assume that a dress code in a business is straightforward, but some employees may not follow unwritten rules. Implementing a formal dress code policy will clarify what is and isn’t considered appropriate work attire. This clarity will make it easier for you and your managers to address any unacceptable clothing without negative repercussions.
Employee Dating – While fostering a friendly workplace atmosphere is important, you may wish to discourage employees from dating each other. Romantic relationships can lead to distractions and workplace conflicts. Clearly state in your employee handbook that, while you do not intend to govern their personal lives, you strongly advise against workplace romances. You can also set rules for such relationships if they occur, such as disallowing romantically involved employees from reporting to each other, prohibiting public displays of affection (PDA) in the workplace, and outlining the consequences for violating these rules.
Gifts and Favors – While receiving appreciation from clients or vendors can be nice, it’s crucial to ensure it doesn’t create conflicts of interest regarding your employees’ job responsibilities. A formal gifts and favors policy can help address this issue. For example, you might specify that gifts, meals, etc., can be accepted as long as their value is below a certain amount. Additionally, provide a contact person for employees who are uncertain if they should accept a gift.
Employee Complaint Resolution – When an employee wants to file a complaint, it’s vital to have clear instructions in your employee handbook. This should include the appropriate steps the employee must follow and the actions the company will take in response. Such a policy offers employees a constructive way to voice concerns and gives you the opportunity to address them. It can also help protect your company if an employee files a regulatory charge or lawsuit.
Leave Yourself An “Out” – One of the most crucial aspects of an employee handbook is including a clause that provides your company with flexibility if issues arise. You should incorporate a statement like, “We reserve the right to change policies at any time.” While any future changes will need to be documented, this clause allows you the fundamental ability to make necessary adjustments. Employees should understand that you retain the right to establish the rules.
Want more info?
The team at Optimum Employer Solutions, a Professional Employer Organization (PEO) located in Orange County, California, is here to assist you with all your HR outsourcing needs. In addition to providing payroll and benefits management services, we also offer the creation of tailored employee handbooks for your company. Contact us today to learn more!
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