One of the best ways to build a successful business is to hire the right people and foster those professional relationships. One way to get off to a good start with your team is to have a clear and straightforward employee handbook that outlines the company policies and procedures and states the company’s expectations regarding employee conduct. An employee handbook can provide structure to the work environment, reduce confusion, and even create loyalty by defining the corporate culture.
In the alternative, an employee handbook that is poorly written can create a negative and hostile work environment and even place you at risk of being sued. But, don’t fret! With the proper advice, you can create an employee handbook that not only creates a healthy work environment but also helps reduce corporate risk.
So, start thinking about the following 7 areas to include in your employee handbook.
1. Include an overview of the company and its goals and mission. A good way to instill corporate culture is by including your company goals, mission, and an overview of the business. This helps set the tone for where the company expects to take the business and how its employees can be a part of that growth. A section upfront in the employee handbook can really set the tone for engaging employees in that process.
2. Know and understand what federal, state and local laws apply to the company. For example, anti-discrimination laws under Title VII of the Civil Rights Act of 1964 only apply to certain types of employers with 15 or more employees. Other laws such as minimum wage and overtime requirements must be a consideration as well. You’ll also want to check with your county and/or city to make sure your handbook complies with any applicable regulations.
3. Put in the necessary disclaimers. Employee handbooks can create an implied contract with the employee unless you clearly state that it doesn’t and that the employee handbook is not a contract of employment. In Virginia, you’ll also want to include an employment at-will provision to strengthen that argument. Another tip is to keep internal policies broad because if you don’t follow them, you could be sued for breach of contract. Be clear and concise and make sure you know and follow your own set of rules.
4. Address employee conduct and anti-discrimination policies. Your policies need to be drafted in a manner that clearly indicate what behavior is prohibited and what types of disciplinary procedures will be implemented. So make sure you outline the general rules and procedures that the company intends to follow. Be clear that the company has a zero tolerance policy for harassment or discrimination of any kind. And, let employees know how and to whom they can report their complaints.
5. Include information on benefits. With benefits, you can include a brief description of the benefit programs available. There’s no need to spell everything out since your plan programs will provide that information in detail, but it’s always a good idea to highlight the primary benefits with a short explanation as well as any other fringe benefits offered.
6. Include leave policies. There are many federal, state and local laws that regulate leave policies so outlining what they are is important. These laws include family and medical leave, pregnancy leave, military service leave, jury duty leave, and the like. You should also include policies on other types of leave that can arise and that your company allows such as vacation days, sick days, funeral leave, etc.
7. Include information on computer usage and technology. Briefly outline the company policy on computer and other technology use. You should include a provision stating that internet access is limited to job-related activities only and personal use is not permitted. And, it’s important to notify your employees that all internet usage may be monitored and/or blocked if deemed not productive to business.
By including the 7 items above in your employee handbook, you can avoid unwarranted lawsuits, develop and grow strong relationships with your employees, and create a healthy work environment. For more information on writing your employee handbook, please contact us at 703.319.7868 or via email at grace@graceleelaw.com.