Many businesses design an employee handbook soon after they begin hiring staff, but relatively few will update this document on a regular basis. However, generational changes in the workplace mean higher staff turnover and more telecommunication and remote working. Additionally, modern reliance on social media and constantly connected devices makes protecting proprietary information more vital than ever.
Therefore, all business owners do well to revisit their employee handbook. Keeping policies updated increases transparency among staff members. This eliminates significant stress and bolsters productivity as employees no longer need to wonder what the rules are. Transparency also boosts morale and protects you from potential lawsuits.
Policies and Procedures
When updating your employee handbook, you need to cover your bases. Omissions can lead to grey areas and confusion, and potentially expose you to litigation.
Keep the following items in mind when redesigning your handbook.
- Worker classification. First of all, not all staff members necessarily qualify as employees. Many companies across Australia utilise independent contractors for specific tasks. These differ from employees as they are generally compensated per performance and do not benefit from the protections afforded to employees. When bringing on new team members, make sure that your handbook covers their classification.
- Compensation and benefits. Here, you outline the pay scale, as well as additional insurance coverage, tuition reimbursement, pensions, etc. You also want to convey a progression path for employees to increase their wages.
- Non-disclosure agreement. All businesses have proprietary information, and leaking it can impact the bottom line significantly. Convey to employees clearly what they may and may not discuss outside of the workplace.
- Disciplinary measure and separation policies. If an employee fails to meet performance standards, outline the precise steps that your company has in place for improvement and termination. What behaviours spur disciplinary action? How long does an employee have for rectifying inappropriate behaviour or substandard performance?
- Workplace harassment, bullying and violence. The Fair Work Act guarantees all employees a work environment free from bullying and harassment. Bullying consists of behaviour that creates a health and safety risk to others. Harassment adds an actionable component where the targeted individual suffers negative economic effects from discriminatory behaviour.
Company Culture and Values
What matters to your organisation? How do you want employees to conduct themselves? What rules govern interoffice interactions?
Allowing behaviour such as raised voices, public disciplining of employees and inflammatory language creates a hostile work environment. Conversely, creating a company culture which values positivity and mutual respect boosts morale. Pick your values strategically, and have them outlined clearly in your handbook.
For example, if you’re hoping to build a reputation as a green organisation, you may include a required recycling policy in your manual. If you value continued education, provide rewards for employees in the form of bonuses for pursuing additional degrees and certifications.
Cybersecurity
In today’s connected world, a security breach can mean losing customers and revenue. And such breaches happen to even the largest corporations. In March of 2019, banking giant Capital One suffered a hacking attack that exposed the personal banking and credit card information of millions of consumers.
Make sure you specify in your handbook the security tools your business uses. Clearly outline that staff members may not disable this software. Set clear rules for file sharing and utilise secure cloud storage platforms such as Dropbox.
Updated Time Off Policies
When it comes to benefits, most employees cite paid time off as one of the most valuable. And limiting items such as bereavement leave for only when staff members lose an immediate family member ignores the reality that many of your employees may cohabit with partners that they love every bit as much as a spouse. Creating an effective time off policy that is realistic and compassionate is one of the most important moves a business can make.
Surprisingly, permitting unlimited vacation time can have a detrimental effect. Employees grow reluctant to take advantage of such policies, as they feel uncertain how much is too much time to take. Be sure to specify how much PTO employees earn annually and how much unpaid leave they may take for dealing with crises such as caring for an ailing loved one.
Remote Work
Among Australians surveyed, 80 percent indicated telecommuting made them more likely to remain with their current company. Allowing for remote work helps is environmentally friendly because it can reduce lengthy staff commutes, and it can also improve retention, amongst many other benefits. Considering the high cost of training replacement staff, allowing employees to work from home simply makes good business sense.
However, there will be times all staff must come together. Clearly specify attendance policies, including when employees are expected to log in remotely.
BYOD — Bring Your Own Device
Allowing employees to use their own devices can save considerable overhead. However, it can also expose trade secrets if these devices are left unprotected.
In your handbook, clearly specify what devices are acceptable to use. For example, many organisations institute minimum speed requirements for internet connectivity as well as required security software for computers.
Social Media Policies
Finally, setting guidelines for what employees can say on social media helps protect your brand. Legal questions do arise over whether employers can fire employees for posting negative reviews online, but business owners can be held accountable for discriminatory speech of staff members — even if posted on a personal account. Cover yourself by drafting a social media policy prohibiting such acts.
Updating Your Employee Handbook for Today’s Workplace
Today’s workplace continues to evolve, and you do well to ensure your employee handbook keeps pace. By updating your handbook regularly, you can protect your business and boost productivity.
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