4 Areas Your Employee Handbook Needs a Facelift
It is important to update your employee manual with current policies and procedures
Posted on 04-30-2018, Read Time: Min
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Employee handbooks are a critical tool in a business’toolbox. Not only do they provide guidance for employees around benefits and commonly asked questions, they also outline company policies around sensitive issues that may arise throughout the workplace. Because of this, it’s vital to have your employee handbook up to date with current policies and procedures.
While many companies hit the high points in their employee handbooks – think dress code, benefits and company holidays – there are a few areas that most companies could use an employee handbook facelift. Some of these areas have been brought to light with recent workplace issues, and some have developed into new concerns over the years with the rise of technology, but all should be addressed within the employee handbook to draw a clear line to what your business policy is on the matter.
Here are a few areas your employee handbook might need a facelift:
1. Sexual Harassment Policies
In the wake of recent news around sexual harassment in the workplace, it’s time for businesses to take a look at their existing sexual harassment policies. This should not only include how individuals can report a sexual harassment complaint, but how the company will move forward with investigating and resolving that complaint with the various parties involved. While essentially nothing has changed in light of the recent trends in this area, it is a great time to ensure your policy is comprehensive and allows for multiple reporting avenues across the organization.
2. Workplace Monitoring
One of the best ways to monitor employee performance is by, well…monitoring employee performance. Literally. Cameras are everywhere and employers are using them as well as other recording and data tracking methods to keep tabs on employee quality, timeliness, location, etc.
While employers in many states have wide-ranging ability to monitor their employees, it is often what you do with this data that can cause problems. Has the data been collected legally? How is it being stored, and who has access to it? Is it being used only for business purposes, or is something more nefarious going on?
This is an instance where you don’t want a “blanket”policy, so you should consult with your lawyer or a policy expert to tailor a policy that suits your objectives, but avoids getting you in trouble as well.
3. Social Media Guidelines
Social media brings a whole new arena of concern for businesses and their employees. Every business is different in terms of what kind of social media usage they deem appropriate, but your employee handbook should clearly outline where you stand on the issue. For example,some companies are comfortable with employees associating themselves with the business on social media but require that employees clearly disclaim that their posts are their own.
Be careful when restricting your employees from expressing their views about their pay and working conditions, especially in an environment that is ripe for union organizing. Although they have recently relaxed their rules, the National Labor Relations Board has taken a keen interest in protecting an employee’s ability to participate in “concerted activity” which often begins with employees complaining about their working conditions.
4. Employee Leaves of Absence
If your employee handbook was monitored by Google Analytics, your sections on Paid Time Off and Employee Medical Leave would pop up as having received the most hits. Hands down,these sections receive the most traffic from your employees. Whether it is trying to determine whether their next vacation should be taken as PTO or personal time or they are planning for an upcoming medical leave and are trying to figure out if they qualify, your employees will hold your feet to the fire based on your handbook language.
How do you handle medical insurance premiums while an employee is on leave? Do you pay out vacation upon termination? These policies should be examined and simplified as much as possible.
These are just a few of the many ways to give your employee handbook a facelift.
In the wake of recent news around sexual harassment in the workplace, it’s time for businesses to take a look at their existing sexual harassment policies. This should not only include how individuals can report a sexual harassment complaint, but how the company will move forward with investigating and resolving that complaint with the various parties involved. While essentially nothing has changed in light of the recent trends in this area, it is a great time to ensure your policy is comprehensive and allows for multiple reporting avenues across the organization.
2. Workplace Monitoring
One of the best ways to monitor employee performance is by, well…monitoring employee performance. Literally. Cameras are everywhere and employers are using them as well as other recording and data tracking methods to keep tabs on employee quality, timeliness, location, etc.
While employers in many states have wide-ranging ability to monitor their employees, it is often what you do with this data that can cause problems. Has the data been collected legally? How is it being stored, and who has access to it? Is it being used only for business purposes, or is something more nefarious going on?
This is an instance where you don’t want a “blanket”policy, so you should consult with your lawyer or a policy expert to tailor a policy that suits your objectives, but avoids getting you in trouble as well.
3. Social Media Guidelines
Social media brings a whole new arena of concern for businesses and their employees. Every business is different in terms of what kind of social media usage they deem appropriate, but your employee handbook should clearly outline where you stand on the issue. For example,some companies are comfortable with employees associating themselves with the business on social media but require that employees clearly disclaim that their posts are their own.
Be careful when restricting your employees from expressing their views about their pay and working conditions, especially in an environment that is ripe for union organizing. Although they have recently relaxed their rules, the National Labor Relations Board has taken a keen interest in protecting an employee’s ability to participate in “concerted activity” which often begins with employees complaining about their working conditions.
4. Employee Leaves of Absence
If your employee handbook was monitored by Google Analytics, your sections on Paid Time Off and Employee Medical Leave would pop up as having received the most hits. Hands down,these sections receive the most traffic from your employees. Whether it is trying to determine whether their next vacation should be taken as PTO or personal time or they are planning for an upcoming medical leave and are trying to figure out if they qualify, your employees will hold your feet to the fire based on your handbook language.
How do you handle medical insurance premiums while an employee is on leave? Do you pay out vacation upon termination? These policies should be examined and simplified as much as possible.
These are just a few of the many ways to give your employee handbook a facelift.
Author Bio
| Jason Carney joined WorkSmart Systems in 2007. He has extensive knowledge in all aspects of HR, through his nearly 20 years of experience in industries such as finance, staffing, and technology. Jason is a Senior Professional in Human Resources (SPHR).He is often been described as a “business-friendly HR person” who understands how employment decisions affect the bottom line. Visit www.worksmartpeo.com Connect Jason Carney Follow @WorkSmartPEO |
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