Staff handbooks come in all shapes and sizes and the contents can include everything from how disciplinary matters are handled, to what to do if you need to take time off to go to the dentist.
The main purpose of a staff handbook is to have one document, or combined set of documents, that answers the common questions that employees have about policies, procedures and practices. A staff handbook gives everyone clarity on how issues are dealt with, they provide for a consistent approach and are a good way to set out expectations for conduct and performance.
The nature of your business will often determine the format of your handbook. Where staff don’t typically have access to a computer then it is advisable to have a hard copy of the handbook stored some central and accessible. Many other businesses have now ditched the old approach of issuing everyone with their own copy of the handbook and have moved it online so that it is stored in a shared area or on their intranet.
So, what does a handbook need to include? Legally your business must have a disciplinary policy, a grievance policy and if you employ more than five staff then you must also have a health and safety policy. In reality though most employers tend to have more than these policies in their handbook to provide a framework for employees and to avoid having to come up with a new policy or procedure every time someone asks a question about how things are done. It’s useful to have an absence policy, policies for dealing with statutory leave such as maternity and paternity as well as others such as data protection and GDPR, equal opportunities, holidays, bullying and harassment, flexible working and general company information. It’s also important to be clear on which parts of your handbook are intended to be contractual or discretionary, if it is unclear and a dispute arises then case law demonstrates that a tribunal will make the decision if a policy is contractual or not.
It’s also good practice to regularly review your handbook. Employment law changes frequently and so your handbook needs to keep up with legislation. You can also use staff to review your handbook and make suggestions. By involving staff and consulting with them on changes you are more likely to get buy in from them. A change can be driven by the business circumstances dictating that things are done differently or something may happen which means you have the need to add a new policy. Whatever the reason for a change, by having a culture of communication your staff will feel involved and that a change isn’t just happening for the sake of it.
Make sure that once your handbook has been updated that staff are aware of, and can access the new version and use version control so that everyone is clear which handbook is in operation. A well written handbook can save you time and headaches so it’s worth having one that is aligned with your business, that is up to date and relevant and not just something that gathers dust on a shelf at the back of the office.
Do you have questions about Staff Handbooks?
Give us a call at CUBE HR on 01282 678321, we’ll be happy to advise you and we have policies and templates available to meet every HR need.
Why not check out our blog on a similar topic What You Need to Know About Contracts
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