The EPR Law guide to employee handbooks, policies and procedures.
What is a staff handbook?
A staff handbook, which may also be known as an employee handbook, is an extremely important internal communication tool that brings together, an organisation’s workplace policies, processes, rules and procedures. Read more here
Why have a staff handbook?
We are often asked this question. There are many reasons why even the smallest business should have a staff handbook. The handbook is a quick and efficient way of introducing new employees to the culture, mission and values of a business. Read more here
Is a handbook a legal requirement?
No, employers are not required by law to have a staff handbook but it is important to state that there are certain policies that an employer is required to put in writing and make accessible to employees.
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How does the staff handbook work?
The staff handbook works in conjunction with the employee’s contract of employment. A well-drafted staff handbook adds additional structure and clarity to the working relationship by ensuring that everyone knows which procedure to follow in any given situation.
Is the staff handbook contractual?
We advise that the staff handbook is non-contractual. This allows the handbook to be a living document that can be updated in line with business objectives and changes in legislation and case law. It also avoids potential breaches of contract if an internal policy needs to be departed from.
Top 5 reasons why every business needs a staff handbook.
- To introduce employees to the culture and objectives of the organisation
- To ensure information and answers to the common questions employees are most likely to raise in relation to their employment is easily accessible
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Three Core Policies
Equal Opportunities Policy
An equal opportunities policy is, without doubt, one of the most important policies in the handbook. Employers with an equal opportunities policy show commitment to tackling discrimination within their workplace. A well-drafted policy ensures that employees and managers are informed about equal opportunities, diversity and inclusion and understand the consequences of non-compliance with the policy.
Disciplinary & Capability Procedure
All employers are required to outline their disciplinary rules and procedures as part of the contractual terms they offer their employees.
A disciplinary and capability procedure also helps to maintain standards of conduct and performance, ensuring fairness and consistency of treatment and in establishing the fairness of any dismissal.
Grievance Procedure
Similarly, all employers are required to set out details of how concerns at work can be addressed. This is not only an important safeguard for employees but also allows employers to deal with concerns at an early stage when they are often more easy to resolve.
Top Tips For Staff Handbooks
- Keep the handbook easy to read
- Ensure the handbook is accessible
- Appropriate tone of voice – ensure the style and content of your policies reflect the culture of your business
- When considering a new handbook or policies consider engaging your employees first
- Let employees know that policies are non-contractual and subject to change
- Follow your own policies, be consistent and try not to deviate from it unless there are exceptional circumstances
- Recommend that employees read and understand the contents
- Review the handbook regularly to ensure that it is up to date with the law
- Draft your handbook with your employees in mind
- Make the purpose of each policy clear so that they can be followed easily