Raise your hand if you're proud of your employee handbook. Or do you think it
Take a moment to consider a few things: Is it an up-to-date representation of your company's policies, values and
Although employee handbooks are not mandated by federal law, they are required by many states and are required to provide specific information to all workers. By getting a little creative, companies can convert them from a necessary resource to a valuable asset by considering different ways to communicate and leverage the information that's in there, says Cheryl Swirnow, founder of HR consulting firm CMS Consultants.
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Referring to these handbooks as a guiding principle for workers throughout their entire tenure within an organization, she urges employers to think beyond the typical format of a static PDF document that employees sign and then rarely reference. Utilizing technology is a great first step to creating more engagement.
"They should be living documents," Swirnow says. "So of course, we want employees to sign off on them, and of course they shouldn't be editable — but in this day and age, we really like to have them in platforms where employees can jump to sections and things are easy to reference."
Swirnow notes that companies can also make the information in their handbook quickly available by incorporating it into internal artificial intelligence programs such as Slack AI and Jarvis. Employees can ask questions such as, "What is the sick policy?," and receive immediate responses, saving them time and ensuring accurate feedback.
"Companies have mobile apps [and] platforms for people to check their payroll or input PTO time — they're doing that right on their phones," she says. "That's the way employees expect to be interacting with their organization, and the handbook needs to follow suit. We want information at our fingertips… so having more of an interactive platform where you can very quickly find what it is you're looking for, that is the expectation of employees, and we want to meet them there."
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With workforces more spread out and more diverse than ever, ensuring a handbook is checked for region-specific compliance is something Swirnow emphasizes, along with containing inclusive language. This demonstrates that not only has an employer taken the time to customize the handbook for employees, but that it also embraces a diverse workforce.
But employee handbooks can go beyond being a one-stop-shop for company information. When working with a client on revisions, Swirnow uses the opportunity to benchmark the company's benefits and policies, comparing them to competing businesses. She also asks about the company's mission and values, then makes sure these align with their current benefits outlined in the handbook. If there's a discrepancy, the company can assess whether their offerings also need updating.
"I gave this example all the time: If you're a company that cares about having female representation in leadership, then you want to make sure you have a family leave policy that backs that up," Swirnow says. "We have seen companies that have conflicting points of view in their handbook to what they're saying they are offering as an organization."
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A well-written handbook that showcases a company's values, benefits and modern approach to communication can also be published outside of the organization as a marketing tool, says Swirnow.
"This doesn't necessarily have to be something that's hidden or something that is [only] part of the onboarding process," she says. "The signature of it, sure, but the access to it — the understanding of what the company is, from the mission and vision [to] its culture, its values — should flow through to the handbook."
As we close in on the end of the year, it's the perfect time to take a close look at the format and details of an employee handbook, and decide where alterations and improvements can be made, Swirnow notes.
"It's a real chance to… test everything that's in there and make changes as needed," she says. "You can't say you care about the culture of your company and you care about your employees if you're just using the same handbook year after year."
