How to Create HR Policy Manual Professionally
In a business, you need employees to help carry out the work, and they are vital to your success. The quality of their employment directly relates to their production, so you must attract the right people and keep them happy and engaged in their duties. This is where human resources come in.
The HR department is responsible for the lifecycle of an employee, and they recruit, hire, onboard, train and even fire people within your company. They create manuals to lay out and document everything to help them in their role and educate staff about the company’s policies and procedures.
Is there a set way to construct an employee handbook? How can you best get across your policies to the employees? This is how to create an HR policy manual.
What Does an HR Policy Manual Do?
These are the characteristics of an employee handbook:
It should summarize all the HR policies and procedures and list expectations for day-to-day operations. It must convey easy-to-read information reflecting the company’s culture and personality.
It is meant to be read, cover to cover, so all new and existing employees fully understand the company’s operations.
It should have a tone in sync with the owner’s brand and what working for the company means.
What’s Included In the Manual?
In brief, an HR policy manual must introduce an employee to the company and lay out guidelines for all aspects of working there. Many organizations hire an HR consulting service to help them prepare all the policies and guidelines.
Purpose
The HR manual should first include a statement of why this document exists. Employees need to be familiar with every policy and procedure, and this document is created as a reference. This should be created by an HR professional and a qualified lawyer if needed.
Company Description
You must introduce the company to a new employee. This is general information about it:
- History
- Structure
- Products and services
- Mission statement
- Unique attributes that set it apart
- Culture
- Long term goals
When employees understand more about their place of employment, they can better align themselves with their values or choose to leave if they don’t match.
Policies of Conduct
A policy manual’s main section outlines how employees are expected to behave while at work. A code of conduct informs staff what is accepted and what is not, with a clear procedure explaining if action needs to be taken. Specific policies to include are:
Anti-discrimination
Statement of an inclusive workplace that welcomes all people.
Prohibited drugs and alcohol
An outline of the consequences for any prohibited drug or alcohol use in the workplace.
Sexual harassment
Statement that any inappropriate or unwelcome advances, language and actions will not be tolerated.
Smoking and vaping
Clearly stated policy surrounding tobacco or vaping material use at work and any designated consumption areas.
Social media
An outline of how an employee is expected to behave online about their employment.
Company property
Statement explaining the proper use and respect of company property employees use during work.
Attendance
This lets employees know what is expected of them while at work and includes work hours, breaks and clock-in/clock-out times. It also should list repercussions for being late or absent.
A code of conduct will help keep the workplace free of conflicts or major problems.
Dress Code
Most companies have a dress code, especially when it comes to safety and the operation of machinery. You can also outline the company office dress code with descriptors like “business casual” or “professional attire” to clear up any confusion about what is suitable for work.
Benefits and Compensation
This part of the HR manual lists what salaries, hourly rates and benefits an employee may be entitled to. It will also detail payroll frequency, methods of payment and a list of primary benefits that they are entitled to, including:
- Medical
- Dental
- Retirement savings
- Education
- Wellness reimbursements
A leave policy within this section will detail overtime, sick leave, statutory and company-recognized holidays, maternity/paternity and compassionate leave.
Other Policies
Depending on the type of employment, employees may need to be informed on:
- Expense policies
- Accommodations
- Professional memberships
- Telecommuting, hybrid working
- Probationary period
Other policy items can be included to tailor it to specific employment types outside regular work scenarios. All your employees should sign off on the handbook to acknowledge that they understand it and will follow all procedures and policies.
This is how to create an HR manual. Take the time to include all relevant information so your employees understand the rules and regulations when working for your company, as this will empower them to thrive in their position.
