Creating an Employee Guidebook

 

Many small business entrepreneurs think that they are too small to bother with creating an employee guidebook.

Although Federal laws usually only apply to companies with more than 50 employees, it still makes legal and organizational sense to have an employee guidebook even if you only have one employee.

If you’re ever taken to court or mediation with an employee, it will benefit you to have your policies and procedures documented and signed off by that employee. It may not mean you’ll win, but it will be taken in to consideration.

Small businesses need to remain flexible to meet changing demands as they grow into their marketplace and for this reason your employee guidebook should remain flexible as well. Make sure that in the introduction to the guidebook that you stipulate that this is a “Guide” book and the policies within are general guidelines.  Avoid locking yourself into any preset course of actions by using absolute phrases like “we will” and use flexible phrases like “we may” instead.

Make sure that nothing in the guidebook can be construed as a contract or promise. State that either party may end the relationship without notice, for any reason or no reason. Although this may not fully protect you depending on your state’s laws, it will work in your favor if it comes to court or mediation.  Also state that “these are merely guidelines and may be modified at any time” at your sole discretion.

Here’s an outline of a good general Employee Guidebook to get you started.

1. Acknowledgment of Review and Receipt of Guidebook signed and dated by the employee.
2. Introduction to the Company (History, Owners, Mission Statement/Philosophy).
3. Definition of Employment (Full-time versus Part-time versus Temporary versus Independent, etc.).
4. Employee records maintenance and access (up to date contact info and access to personal files).
5. Work schedules and time-tracking including holidays and special pay circumstances.
6. Policies and Procedures
   1. Equal employment
   2. Harassment
   3. Confidentiality & Conflicts of Interest
   4. Rest and Meal breaks
   5. Safety and Security
   6. Care and Use of Company equipment
   7. Phone scripts and etiquette
   8. Attendance and Punctuality
   9. Dress code
   10. Performance evaluations
   11. Disciplinary procedures
   12. Customer Service satisfaction standards
7. Employee Benefits (Discounts, Holidays, Medical Insurance, Workman’s comp, etc.)
8. Orientation to the workplace (tour of business, where things are located).

Appendix, Addendum, Forms and Memos.

Your guidebook can be as detailed as necessary, but keep in mind that you need for it to remain flexible.

It’s also a great idea to put the date at the bottom of every page and change that date for policies and procedures as they are changed. When introducing or changing policies/procedures, make sure you have an employee meeting and get them to sign off on the current changes.

The last thing to make note of is that great leaders lead by being great examples.

Avoid the pitfall and hypocrisy of the “Do as I Say and Not as I Do” attitude.

The website: Small Business Notes also has a good example Employee Guidebook online.