What Should Be Included in Your Employee Handbook?
Both large and small companies can benefit from providing their workers with employee handbooks. These texts help employers answer key questions and clearly document that the same standards and rules govern their interactions with everyone. After all, no one wants to work for an employer who grants special privileges or benefits to some workers and not to others.
Employee handbooks also let employers set forth all their behavioral standards and procedural rules in a manner that can help them limit future liabilities -- should anyone ever try to sue them for wrongful termination or acting in a discriminatory manner.
Before reviewing some crucial sections that many businesses like to include in their employee manuals, here’s a quick look at some of the topics that most workers want to see addressed.
Employees often search for information about key standards and office procedures
Be sure to outline your behavioral standards, attendance rules, office attire and the level of respect required for all relationships. Most employees are eager to learn how you view tardiness and what you consider acceptable clothing. Likewise, new workers want to learn about your conduct standards -- and if your office has a “zero tolerance” policy toward all forms of sexual harassment and discrimination;
Always provide clear information about pay grades, qualifications for receiving medical insurance, pay periods and all forms of employee benefits. Workers usually start to relax more once they’re told how often they’ll be paid and the exact size of their payroll deductions. Likewise, it’s important to tell employees when (and if) they may be considered qualified for healthcare insurance;
Always state how often employee evaluations are conducted and the best ways workers can try to position themselves for future raises and promotions;
Be sure to note any individual or family leave policy provisions that your company honors. Always have your Houston employment law attorney read over this information for you, to be sure it fully complies with all current federal, state and local laws; and
Describe your most crucial emergency and safety procedures. Always tell your workers how they should evacuate from the office during extreme weather events, fires and even possible shooting incidents. Each new worker should be shown the proper way to exit the building on their first day on the job – and be shown where fire extinguishers and first aid kits are kept.
While these are just a small sampling of the general topics most employees want to see covered, they should help remind you of many other important subjects that you should cover in your employee handbooks.
The following list is compromised of some of the most commonly used sections in employee handbooks.
Key headings or sections most employers include in their employee handbooks
A “Preface” section. You may want to provide a general history of the company here, along with information about the founding members of the business. You can also note who currently heads up various office branches. The company’s key values and goals for the future are also often stated here. If you like, you can also add a brief congratulations to each new employee for being hired;
Material explaining all basic pay arrangements, promotions and current employee benefits. You can describe any 401k or stock options in this section, as well as the various types of retirement benefits. Overtime pay policies should also be covered;
A section that describes “at-will” employment versus jobs offered under contract;
Standards for employee behavior. Be sure to address the need for regular attendance; rules governing personal cell phone use during the work day – and any restrictions on using work computers for private purposes. (Ask your attorney if you need to obtain written permission from all employees to monitor their computer usage);
Formal leave policies. In this section, you’ll need to list all paid office holidays, how employees should handle vacation and sick leave, personal days off, family medical leave and time off to honor current military service commitments;
Employee termination policies. Be sure to note that these can vary, depending on; if an employee is considered an “at-will” worker who can be dismissed rather informally or if the person was hired under a formal contract.
Confidentiality policies. Be sure to clearly state what information and trade secrets the company considers confidential and trade secret. Ideally, all employees would signed a confidentiality and non-disclosure agreement.
Should you wish to review a large number of sections that different employers have included in their employee handbooks, consider reading “53 Key Sections of an Employee Handbook (and Other Helpful Tips).”
The Texas Workforce Commission also has a number of policies and a form of Employee Handbook available for free at https://twc.texas.gov/news/efte/table_of_contents-az.html. However, choosing the right sections for any employee handbook often requires a keen understanding of employment law and many complex human resources issues.
Please feel free to contact one of our Murray Lobb attorneys for help in drafting your new or updated employee handbook. We can provide you with the proper legal terminology required to meet your company’s unique needs.