Putting together a comprehensive Employee Policy Manual that covers all the bases to ensure you have everything necessary to avoid issues is a huge step to be successful.
Employee policy manual, employee handbook, company policy manual, or whatever you want to call it — you need one! If you have ever questioned the importance of an employee policy manual, think again.
Your employee policy manual is an essential tool when it comes to setting policy and staying compliant, as well as reminding employees of their purpose throughout their tenure with the company.
What exactly is an Employee Policy Manual?
The employee policy manual is a book given to employees from an employer that gives clear advice and creates a culture where issues are dealt with fairly and consistently. In short, it sets clear expectations for how your employees should act while also stating legal obligations and defining rights.
Most importantly, the employee policy manual will help protect your business against employee lawsuits and claims — things like wrongful termination, harassment, or discrimination.
Additionally, your employee handbook is crucial for introducing your company to new hires to provide insights into your mission, values, the cultural identity of your organization, as well as job-related information that employees need to know.
Creating an employee policy manual from scratch is a tall order, but having one is the only way to create transparency and consistency throughout your organization. It can also keep you out of a troublesome or difficult legal situation.
That’s why we’ve put together a comprehensive Employee Policy Manual that covers all the bases to ensure you have everything necessary to avoid issues and be successful.
There are so many reasons to provide an Employee Policy Manual for your employees!
Help defend yourself against employee claims
Did you know that after setting a new record in 2020, workplace-related litigation will remain a source of significant financial exposure for employers?
According to the 17th Annual Workplace Class Action Litigation Report, workplace-related litigation in the U.S. set a new record. The report highlights several emerging trends such as the ramping up of workplace class action lawsuits by worker and labor advocates, an increase in the size of settlements, and an increase in wage and hour litigation.
These workplace lawsuits inflict serious damage on companies and organizations, which is why class actions are one of the top challenges that keep business leaders up at night. Not only do they have the potential to bankrupt an organization, but the publicity from a class action can ruin a company’s image.
According to the report’s author and editor, Gerald L. Maatman, Jr., a senior partner and co-chair of the firm’s class action defense group, “Workplace class actions can impair a corporation’s business operations, jeopardize the careers of senior management, and cost millions of dollars to defend.”
It’s not a matter of “if you will face a lawsuit or similar challenge,” it’s a matter of “when it will happen” from your current or former employee. And when it happens, having an Employee Policy Manual to hand over to your attorney or third-party investigator will help to show that your organization exercised reasonable care towards your employees.
The Employee Policy Manual will provide proof that they signed the acknowledgment page showing that they had an opportunity to familiarize themselves with the organization’s policies, a chance to ask related questions, knew whom they could turn to for help within the organization, and agreed to follow the terms and conditions of employment set forth by the organization.
This will ensure that if a worker has problems, complaints, or grievances, the business will be poised to investigate the issues, respond to the concerns, and remediate the problems if required by law or the company’s policies.
Introduce your organization’s culture, mission, and values
Aside from protecting your organization from employee claims, one of the most critical aspects of the employee policy manual is to introduce your company’s culture to new hires to explain how they will fit in. This helps foster a sense of value within the organization, which has been shown to help employees become more productive in a faster period of time.
According to an American Psychological Association (APA) survey, “Almost all employees (93 percent) who reported feeling valued said that they are motivated to do their best at work and 88 percent reported feeling engaged.”
The employee policy manual will address what sets your company apart, how your company came to be, what you’re passionate about, and explain how your new hire will become a part of that culture. Basically, you’re outlining the standards for the employment relationship in general.
Outline clear expectations for employees
This comprehensive Employee Policy Manual will provide your employees with a clear understanding of their responsibilities. It serves as a directional tool for your organization’s policies and procedures.
For example, the manual will outline your organization’s social media policies so that they are informed on which websites are prohibited from accessing on any company computer or electronic device. And if the employee does publish a blog or post anything online, then he or she must make it clear that they do not speak on behalf of the company.
By providing clear information to your employees, the manual ensures your organization can move in the right direction.
Tell your employees what to expect from management
To foster healthy management-employee relationships, the employee policy manual provides objectives, leadership styles, and management best practices. Your employees will also learn about logistics such as how time is kept, pay periods, and hours of work.
Furthermore, this complete progressive discipline process advises employees of their various entitlements to federal and state leaves, such as Jury Duty Leave or Military Leave of Absence. Without a manual that clearly communicates these policies, confusion and inconsistencies usually occur.
Ensures that your policies are communicated consistently
By clearly communicating a consistent message to your employees, such as your company’s conduct and behavior or compensation policies, you can ensure everyone is on the same page. Having the ability to refer to the manual when answering questions or making decisions that have to do with policy ensures that you are consistently communicating the same policies and best practices to your entire organization.
Consistent workplace communication has been proven to help staff keep informed, improve employee engagement, create a conducive work environment, and attract top talent to your organization. In fact, dissatisfied staff costs a company more than $16,000 per person, according to the Chartered Institute of Personnel and Development.
Showcase the benefits you offer
If your organization offers vacation days, a 401 (k), paid leave, health insurance, or any other employee benefit, make sure your hires know about them by including them in the Employee Policy Manual.
Employee benefits are a crucial recruitment and retention tool, with almost three-quarters (69 percent) of employees saying they are more likely to stay with an employer that offers a good employee package, so be sure they know about your full suite of offerings by communicating these in the manual.
Ensure compliance with federal and state law
Whether you like it or not, you are subject to federal and state employment laws no matter which state you’re located in or how many employees you have. The best way to communicate these various entitlements and obligations is in your employee manual. It’s also an excellent way to demonstrate that your organization strives to be compliant with these regulations.
For policies such as FMLA, Mothers’ Nursing Policy, Worker’s Compensation, and other government mandates, you’ll want everything covered and all the parameters clearly defined.
A place where your employees can turn for help
Avoid costly and time-consuming investigations from third parties such as the U.S. Equal Employment Opportunity Commission (EEOO) or the Department of Labor (DOL) by providing a trusted individual your employees can turn to. Your employee policy manual will outline which member of management to turn to in case they want to report workplace violations, obtain workplace assistance, or get answers to any questions they might have. By keeping complaints in-house, it’s much easier for your organization to control the situation and solve issues before they get out of hand.
An Employee Policy Manual every business can afford!
Lucky for you, I’ve created this super easy to edit Employee Policy Manual in Microsoft Word. All you have to do is fill in your organization’s information and you’ll be ready to present this handbook to employees right away. You’ll start seeing a tremendous rise in productivity and morale, which means more profit for your organization!
With over 45 years of experience in business and managing employees, you can rest assured that this comprehensive Employee Policy Manual really works. Give your employees clarity and cover yourself in case of any legal issues ASAP.
How it works
Gregory Covey understands what you are up against in today’s workplace. Their eBook “Employee Manual Outline” is actually not an eBook at all.
You can use it as-is or simply insert your company name using the find and replace tool in “Word”. Easily print and provide it to your employees.
Gregory Covey also provides a well-crafted employee receipt that your employees will sign, acknowledging they have received their copy of the employee manual. Go ahead and look but you won’t find a better offer on the Internet or in a book store that offers everything you need to bring order back into your workplace.