Do It Yourself: How to Create an Employee Handbook

Do It Yourself: How to Create an Employee Handbook

By Judy Perkins
Judy@JudyPerkins.com
www@JudyPerkins.com

 

For those “do it yourself-ers,” here are ten steps to follow to create an employee handbook.

 

Before starting to write, be sure to read my blog on “Why Bother Creating An Employee Handbook?

 

Step 1: Intake. The goal is to determine the policies and practices that currently exist. Capture everything “HR”. This is not the time to evaluate whether you want to retain these policies. You are only doing intake. Use past memos and postings. If you are starting from scratch, your memory may be the only way to capture this information.

You may be wondering whether you can use artificial intelligence (ai) tools. You can! However, keep in mind that it won’t match your organization’s purpose, mission, and values. Nor will it be completely accurate (or accurate at all) regarding State and Federal laws and required policies.

My suggestion is that you start from scratch, then ask ai for input on certain policies. If ai provides anything related to facts, be sure to ask it about its source. I have found that ai is often wrong and when I ask about the source, “it” apologizes indicating that the “fact” was “hypothetical”. So, beware!

Step 2: Decide. Evaluate whether you like your current HR policies and practices, and whether you will add any. The goal is to decide what to include and at what level of detail. Too much detail can get you in trouble. Be sure you are willing to follow what you promise. And too little detail makes the handbook a useless document.

 

Step 3: Research. The goal is to determine whether the policies you have chosen are appropriate for your industry and are worded in compliance with the laws. At this stage you may need to seek outside guidance from a consultant or employment attorney.

 

Step 4: Write. This is the part many people dread. Your assignment, should you choose to accept it, is to create a first draft as quickly as possible. When I write an employee handbook for a client, I sit down for a day or two and just write. My initial goal is to get the content correct; then I revise the wording for clarity.

 

Step 5: Examine the Content. Can you live with every policy and word? Will you honor everything in the handbook? Be sure not to make promises you may not keep. Is everything factually correct? Do any of the policies constrain you unnecessarily? Is there enough guidance for employees? Are the policies fair and reasonable? Are you saying or implying anything illegal? Is the handbook user friendly?

 

Step 6: Review for Philosophy. Your employee handbook is a reflection of your organization. Does it fully and accurately share your corporate values and norms? Would you be proud to show the handbook in a court of law? Revise it if the answer is no.

 

Step 7: Proofread. Always proofread the handbook. Spell and grammar check are beginnings, but also look or inappropriate or awkward wording. Read the handbook out loud. Have another person proof it.

 

Step 8: Get Legal Review: Find an employment attorney versed in your State employment laws and in Federal labor laws; then submit it for their review.

 

 Step 9: Test it. Ask a trusted employee to read the handbook draft and indicate sections they do not understand. Is the handbook user friendly? The goal is to determine if the employee understands it, not whether they agree with it.

 

Step 10: Introduce It. Plan for the impact that the handbook may have on the organization. Don’t minimize the importance of how and when you introduce it. List out the changes you have made to policies and practices and be prepared to review the details with everyone. Include an “acknowledgement” page that indicates the employee has received the handbook. Make sure the acknowledgement does not indicate that the employee agrees to the handbook contents. This would create an agreement or contract which is not advisable nor a best practice. Keep in mind that your employee handbook will make your life easier once it is completed.

  

Follow these ten steps. Your employee handbook will become a reality if you choose to make it a priority.

  

If you’d rather have someone else create or update your employee handbook, feel free to reach out to me: Judy@JudyPerkins.com. 

 

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