The seminar will cover areas of improvement in handbooks as well as focus on a communication strategy for either new or revised handbooks. Learning outcomes are as below • How to create/review handbooks • Reviewing what areas should be handbook and what should be a policy or process • Management Review/Presentation/Approval • Launch of the handbook • Communication Strategy • Follow-up on success This presentation was used at HR Summit and Expo 2013 www.hrsummitexpo.com

1. Developing An Employee Handbook
That Your Employees Will Read
8 October 2013
13.45 – 14.30

3. LEARNING OUTCOMES
• Differentiate between handbook, policy
and employee contract
• Need for an employee handbook
• Create an employee Handbook
• Tips for writing and seeking approval
• How to launch the handbook
• Managing an employee handbook

4. What fits in where?
Contract
Policy – ‘What to’
•Primary and binding
Document
•Mutually Agreed and
modified
•Rights and Obligations
by Law i.e. working
conditions
•States compensation,
Entitlements and
benefits
•Formal statement of a
principle or rule Codified Decisions
•Addresses what’s
important to
organization's mission
or operations.
•Articulates
expectations
•Legal Compliance
Procedure – ‘How
to’
•Complements a policy
•Tells the organization
how to carry out a
policy
•Facilitates
implementation of a
policy.
Employee
Handbook- where
to?
•A comprehensive
source for
understanding the
practices of the
organization
•Summary of applicable
policies and procedures
•General information

5. What is it?
Employee Handbook
• Statement of policies
• Reliable guide & source of information
• How business is conducted
• Accessible and applicable to all employees
• Clarifies behavioral expectations by all stakeholders
• Can support an employee agreement pack

6. Why do we need it?
Set
Expectations
Legal
Compliance
• Predictability of outcome
• Supportiveness as an employer
• Consistency
• Areas if flexibility
• Holds employee accountable
• No legal requirement but good to manage risk
• Clarify application of law
• Protects from Lawsuits and labour disputes
• Clarify Employee rights and obligations
• Fair and transparent disciplinary

7. Contd- Why do we need it? -
Support
Culture
• Reliable communication tool
• Sets and promotes cultural tone
• Useful for orienting employees
• Documents Practices
• Provides fairness, transparency and clarity
• Useful retention tool
HR
Benefits
• Minimise exceptions and deviations
• Saves management time spent on clarifying expectations
• Eliminates common misunderstandings
• Employees independently find answers, supporting
confidentiality

8. What should be in it?
Should Include
• Introductions
• Relevant Policy Statements
• Employee Behavioural Policies
• Employee Compensation & Benefit Policies
• Leaves and Absences
• Performance Management
• Employee Acknowledgement
• Company Disclaimer- Reserve the right to revise

9. Handbook gone wrong?
Be warned
• Who writes the handbook? – pref HR or
lawyer
• Is it legally compliant?
• Don’t let it be outdated
• Employee Behavioural Policies- Social
Networking
• Don’t forget to roll out with a bang

10. How to write it?
Tips for
Writing a
handbook
Designate a person
Create a table of contents and seek approval
Write in a less formal style and keep it positive
Keep to the timeline
Relevant policies summarized with key reference and access points
Understand contribution from other stakeholders
Let legal statements be reviewed or written by legal
Avoid jargons, specific words, vague words, acronyms, short forms, contact names
Keep a wiggle room

11. Will they read it?
Tips for
keeping it
interesting
First person – instead of third person
Keep it positive – Highlight purpose
Make it visual and appealing
Use an accessible platform – intranet
Use mutually beneficial statements
Good judgment policy

12. How to seek approval?
Establish a need for a handbook
Tips for
Approval
Begin with Proposal -Seek commitment,
support and willingness prior to preparation
Issue Draft level in stages
Apply company process for approvals
Legal approval is advised

13. How to communicate it?
Tips for
launching
a
handbook
Seek senior management champions
Create anticipation- early promos, watch this space, etc
Size of the company will determine best approach
What are the formal/ informal meetings in place?- Townhalls, Breakfasts, etc
Hard Copy Vs Electronic Copy or both?- select a suitable and accessible medium
Prepare a presentation with key highlights – noteworthy and exciting
Avoid large distribution channels- email, broadcast, etc
An FAQ Document may come in handy?
At the end- collect the acknowledgement statements
Follow-up on success- reinforcement

14. How to Manage it?
Tips for
managing
a
handbook
Designate a person, focal point or a communication mailbox
Accumulate the queries
New Handbook- may need a few quick fixes
Set a regular review- every 2 years/growth dependent/law
Supporting document Changes
Addendums
Transformation or Significant Change- may need a full review
and re-launch