Updating an Employee Handbook: 5 Important Policies

April 19, 2016

updating_an_employee_handbook.jpg

Believe it or not, the employee handbook plays a critical role in every company. It is one of the most important communication tools a company can have. Not only does it set forth a company’s expectations for its employees, but it also describes what they can expect from the company. It is essential that every company have an employee handbook  and that it be as clear and unambiguous as possible. It also helps reduce risk by spelling out what employees can and cannot do, along with the consequences for failing to follow the policies.

However, despite the importance of the employee handbook, many companies rarely update them. They should be living, breathing documents. As a rule of thumb, organizations should revise their employee handbooks at least once a year. It is also a good idea to post the handbook on the company intranet so that updates can be made periodically when policies or conditions change.

For companies in the midst of revising a significantly out-of- date employee handbook, here are five policies that should also be included:

1. Code of business conduct and ethics

One of the reasons employee handbooks need to be updated regularly is to ensure ethics rules remain in sync with changing conditions and new technologies. The employee handbook should outline standards of conduct for all employees and instruct them about appropriate office behavior. Any key local laws or regulations specific to an industry, such as the HIPAA medical privacy rules, should be highlighted.

In addition, the handbook should explain reporting mechanisms, both in-person and anonymously, so that employees can alert managers when they believe an ethics violation has occurred.

Finally, the handbook should instruct employees where to receive comprehensive information about company ethics rules so they can seek guidance when questions arise.

2. Office Internet and social media policies

While many workers require Internet access to complete their work, employee handbooks are often too vague when it comes to defining the appropriate use of company Web resources for personal reasons.

A comprehensive employee handbook instructs employees whether or not they are allowed to use their work computers for personal matters such as checking personal email accounts or social media postings.

The handbook should highlight social media policies that inform employees about posting information related to their work and the type of information that can be shared.

Because of social media’s growing importance, the handbook may point employees to policies related to interacting with customers via social media. For example, should an organization allow employees to “friend” a client or customer?

The handbook and supportive policies should instruct employees as to whether they are allowed to download personal applications on their work computers. The manual should explain the mechanisms in place to monitor Internet use. It is also important to notify workers if they are entitled to privacy while using company phones or email.

3. BYOD policies

With the explosive growth of personal cell phone and tablet use in the office, companies should include references to BYOD (Bring Your Own Device) policies in the employee handbook. These policies let employees know whether they are allowed to connect personal cell phones and tablets to company Wi-Fi systems and the acceptable reasons for doing so.

The employee handbook should provide clear instructions about company information, if any, that can be stored on personal devices and the safeguards, such as device passcodes, that must be in place to protect data. The handbook should also instruct employees about what to do if their device is lost or what is required when they leave the company.

4. Telecommuting policies 

The current mobile computing revolution, the spread of high-speed Internet, and new secure software solutions allow more and more companies to offer telecommuting as a company perk. Therefore, organizations that allow employees to work remote should include detailed information in their employee policies. They should also summarize those policies in the employee handbook.

The handbook should explain whether telecommuting is allowed for all positions or limited to select positions within the company, along with the necessary approvals required prior to working remotely.

The employee handbook should spell-out any security requirements that must be met in order to telecommute and how time will be tracked for remote work. The handbook should also explain to employees how accessible they should be by phone or email during the agreed-upon work schedule.

It is also important for the employee handbook to remind employees that telecommuting does not work if clients are not well served, if the employee feels isolated from others and cannot complete his or her work, or if the employee’s colleagues are being negatively affected by the telecommuter’s absence from the office. Employees should be reminded that being allowed to work remotely is a privilege but not a right.

5. Disaster preparedness

Having a telecommuting platform and a remote work plan in place is particularly beneficial in case of emergencies large or small. While a weather event may not have long-term consequences, employee absences due to snow or another weather incident can still be costly for a company. A system that allows employees to work remotely may help mitigate the issue.

In addition to logistics issues, the employee handbook should include an overview of the organization’s emergency plans. It should explain the protocols for employees when they are concerned about road safety or face childcare issues due to inclement weather. It should also explain the communications systems employees should use to receive the latest information on company operations.

While the task of updating the employee handbook may seem daunting, it is a critical task that should be conducted on a regular basis. Keeping the handbook up-to- date not only helps reduce risk, but it also better prepares a company for unexpected bumps in the road.

Topics: Business Best Practices

Kay Oder

Insperity

Kay Oder has owned six companies, has been a resource to thousands to businesses and brought solutions to help business owners minimize risk, improve business performance and navigate today’s highly regulated and complex “business of being an employer”.

Today, Kay uses the insights gained throughout her career as a speaker, business owner and business advisor. Audiences enjoy her candid, informed perspective on HR related topics as well as her razor-sharp southern wit.

Kay is also a Certified Business Performance Advisor with Insperity, the $2.6 billion business performance solutions provider she has called home since 1993. Kay has consistently been among the company’s top producers during her 20 plus years with the organization, earning Insperity’s highest honors, including the Top Volume, Circle of Excellence and the Chairman’s Club awards.

Prior to Insperity, Kay was the President and Co-founder of Texas Valve Specialists, a supplier in the oil and gas industry. She has also owned companies in the construction, demolition, machining and promotional apparel arenas. She spent four years as a client of Insperity and upon selling her last venture, joined the Insperity team.

From an early age Kay demonstrated an entrepreneurial spirit, beginning at age six when she sold cantaloupes from her parents’ front yard, which she offered three for fifty-cents, with a free puppy.

Kay and her husband, Dale, relocated to Austin from the Houston area in 1996 when a theft occurred in their family: their granddaughter was born and stole their hearts, so they had to follow.

Insperity, a trusted advisor to America’s best businesses for more than 30 years, provides an array of human resources and business solutions designed to help improve business performance. Insperity® Business Performance Advisors offer the most comprehensive suite of products and services available in the marketplace. Insperity delivers administrative relief, better benefits, reduced liabilities and a systematic way to improve productivity through its premier Workforce Optimization® solution. Additional company offerings include Human Capital Management, Payroll Services, Time and Attendance, Performance Management, Organizational Planning, Recruiting Services, Employment Screening, Financial Services, Expense Management, Retirement Services and Insurance Services. Insperity business performance solutions support more than 100,000 businesses with over 2 million employees. With 2016 revenues of $2.9 billion, Insperity operates in 61 offices throughout the United States. For more information, call 800-465-3800 or visit www.insperity.com.

Read more articles from Kay Oder

Guide to Business Borrowing

Learn what banks are looking for when they prepare to make loans. Our guide covers what business owners need to know when they prepare to borrow.

BBoT-COVER-GeneralBorrowing

Download eBook