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This newsletter series will give you insights and
techniques to help you build a better business no
matter how large or small yours is. I always say that
success comes from working on your business
as opposed to in your business. I want to
share with you the systems and philosophies that have
been successful for me over the years.
This is newsletter #38 in the series. If you have
missed prior newsletters, and are enjoying the series,
we encourage you to purchase the program. More
information can be found by clicking on the coupon at
the bottom of this page.
Every company should have an Employee Handbook that all employees need to review and acknowledge at the time of their employment. This important document provides information related to the company's mission, vision, and values. It allows employees to understand the company's goals and how (or if) the employee will fit in. The Handbook gives the company a written format to set expectations as well as guidelines for benefits and practices, so that policies are communicated clearly, and can be adhered to in a consistent way.
There are many ways to prepare an Employee Handbook, but most include the most basic information, such as starting and ending time, breaks, lunch, paid and unpaid holidays, vacations and eligibility, benefits and eligibility, pay periods, advances, use of company property for personal use, grounds for termination, etc. Policies should be established regarding infraction of rules and the possible consequences, including reasons for termination, written and oral warnings, etc.
A table of contents for a comprehensive (but not exhaustive) office policy manual could include the following topics:
Company Benefits:
- Medical Coverage
- Personal Days
- Sick Days
- Paid Holidays
- Vacation
- Bonus/Longevity Bonus
- Benefits in General
- Illness
- Late Arrival/Early Departure
Business Conduct:
- Business Conduct in General
- Social Media Policy
- Internet and Authorized Web Browsing
- Copy, Postage and UPS Services for Personal Use
- Equipment and Furniture
- Mailing Address
- Telephone Calls
- Visitors
- Letters of Recommendation
- Food and Drink on Premises
Court Appearance:
- Verification of Appearances
- Jury Duty
- Acting as a Witness
Daily Schedule:
- Lunch/Coffee Breaks
- Employee Production
- Timecards
- Paychecks
- Dress Code
Grounds for Immediate Dismissal:
- Drug/Substance Abuse
- Theft
- Discussion of Salaries
- Probationary Period
- Evaluations
Overtime:
- Fair Labor Law Act
- Exemptions
- Part-Time Employees
Performance Reviews:
- Regular written feedback on employee performance, growth and expectations
Communication/Noncompliance:
Hiring Policy:
- Hiring Agency Personnel
- Supervisors
- Relatives
- Loans
Miscellaneous:
- Radios/cell phones
- Ordering Supplies
- Answering Machine
- Air Conditioning
- Bathroom Supplies
- General Purchases
Employment Agreement:
This is recommended to be included. It would state that the employee has read and fully under-stands the contents of the manual and that they agree to comply with all safety policies and procedures.
Acknowledgement:
This is a basic statement indicating that the provisions included in the manual are subject to change and that revised copies will be distributed to all employees for review. It further states that receipt of the policy manual is not a contract for employment.
Noncomplciance Forms:
These are forms designed to document written warnings for infractions of rules. Each company should have its own procedure established for hiring new employees, including commercially available application forms or those designed specifically for your organization.
You may wish to consider preparing a new employee checklist, which would document that the new employee has been properly introduced to co-workers, toured the new offices, understands and agrees with the contents of the policy manual, received training and other direction in his/her area of hire, etc. An employee termination and exit survey checklist can offer insights that you may not be aware of.
There are commercially available forms and workbooks that can help you organize your firm’s policies better. You can purchase them at discount office supply stores or by catalog. It’s often cost-effective to research these items and determine their necessity. Occasionally, your local library and the Internet can offer help in this task. In cards, nothing beats four aces; in business, nothing beats having it in writing!
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We'd love to hear from you about this series, and
the ways you're using it. Send us your comments and
feedback by clicking on Post a Comment below. Look
out for the next part in this series a month from
now, and please share with your colleagues.
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The above content is extracted from Mike Holt's
Business Management Skills Program.
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