A clear and comprehensive employee handbook is the best way to ensure that all employees are aware of company policies, expectations and benefits. A staff handbook is a valuable resource for employees and can help protect your company in future disputes.
In this blog, our HR experts will cover everything you need to know about employee handbooks to help you assemble one for your organisation. We’ll cover:
- What is an employee handbook?
- Are employee handbooks required by law?
- Why are employee handbooks important?
- What should be in an employee handbook in the UK?
- How to write an employee handbook
What is an employee handbook?
An employee or staff handbook is a collection of company documents, policies and procedures. It should include everything a new employee would need to know about working at your company. Having all this information in one place in a format that is easy to access is the best way to ensure that all your employees know exactly what is expected of them and the steps they need to take if they have a problem.
Are employee handbooks required by law?
Unlike an employment contract, an employee handbook is not required by law. However, there are some policies that you are legally required to have in place, such as disciplinary and grievance procedures. Including these policies in your staff handbook is the easiest way to ensure that all staff are aware of them.
Why are employee handbooks important?
Although employee handbooks aren’t a legal requirement in the UK, they are something that the vast majority of companies have implemented because they are hugely beneficial to both employees and employers.
Provide everything in one document
One of the main benefits of assembling an employee handbook is that all company policies are included in one document. This means both employees and managers can easily access them when needed rather than having to search for individual policies. Plus, the onboarding process for new employees is much more streamlined if all the information employees need to know is in one easy-to-access document.
Save your business time
Having one document that employees can access means that your managers will need to spend less time answering queries about parental leave or how to book time off, as all this information will be included in their handbooks. This will also make it easier for managers if they are asked a question about a specific policy as they can also use the handbook as a resource to direct employees to.
Comply with employment law
As we mentioned above, there are some policies that companies are required to have by law. Having an employment handbook containing these policies, especially one drafted by HR professionals, ensures your company complies with employment law.
Help protect your company
Having clear policies and procedures that everyone can view can prevent problems or issues from escalating. An employee handbook is also vital evidence in the event of a dispute or if a claim is made against you, as it demonstrates you had clear written policies in place.
Establish your company culture and values
An employee handbook should also include your company’s vision and values, helping you communicate your company culture to new employees. This can be updated as your organisation grows and your strategy changes.
What should be in an employee handbook in the UK?
A comprehensive handbook is a useful resource that all employees can use to check company policies and procedures without asking their manager.
Here are some common sections and policies that you should consider including in your staff handbook.
1. Company introduction for new hires
This is not essential by any means, but including a short introduction for new employees is a great way to communicate your company values and set the tone of your workplace.
2. Disciplinary procedures and grievance policies
It’s a legal requirement for companies to clearly define disciplinary and grievance procedures, so it makes sense to include them in your employee handbook. These policies should include how staff can lodge a grievance, what will happen if disciplinary action is taken against them and how they can appeal a decision in line with Advisory, Conciliation and Arbitration Service (ACAS) guidelines.
3. Health and safety policy
A written health and safety policy is a legal requirement for companies with five or more employees. This should be included in the handbook and cover how employees should work safely and use equipment. It should also include who the health and safety representatives are in the company so employees know who they need to contact if they have a query or grievance.
4. Equal opportunities and anti-discrimination policies
Companies should ensure they adhere to equal opportunities and anti-discrimination policies, which should be included in the staff handbook. It should also include what procedure employees should follow if they believe these anti-discriminatory policies have been violated.
5. Data protection policies
A company’s data protection policy should include information about how data is processed, handled, stored and protected. Staff handbooks should also include employee’s rights to access their data and how to lodge a complaint with the Information Commissioner’s Office if they believe their data has been misused.
6. Social media and internet usage policies
It’s good practice to provide information on any monitoring of work devices and the company’s code of conduct for using these tools, including social media and email accounts.
7. Absence and holidays
The staff handbook should include information about how to book annual leave, their annual entitlement and how to notify the company that they will need to take unplanned time off, for example, if they are unwell. It should also include maternity, paternity, adoption, bereavement and compassionate leave details. Ideally, this section should have the company’s complete absence management policy.
8. Working hours and location
An employee handbook should also include details of set working hours and location, including the company’s flexible and remote working policy. If it’s relevant, how employees record their working hours or submit time sheets should be included here.
Whilst the above is an indication of the policies you should include, there are several others that you may want to consider that fit around your ways of working to create clarity for employees and their managers.
How to write an employee handbook
If your company doesn’t currently have an employee handbook and you want to implement one, you might be wondering if you can write it yourself.
Although it is possible to write your own employee handbook, it’s best to leave this to HR professionals to ensure your company is fully covered and legally protected. Although a handbook itself is not a legal requirement, some of the policies within it are. These policies need to be expertly drafted to ensure they’re fully compliant.
Tailored employee handbooks and employment contracts
If your organisation wants to implement a new employee handbook or update an existing one, our team of specialist HR consultants can help.
Your new employee handbook will be meticulously created using precise, legally compliant policies fully tailored to your organisation. All policies are approved by accredited Employment Law experts and created based on the unique needs and requirements of your company and employees.
Online, easily accessible handbooks
All of our bespoke employee handbooks are available online via your own company-wide login, making it easy for all your employees to access them from a smartphone, tablet or computer. All handbooks are updated at least annually to reflect company policy changes and ensure you stay legally compliant.
Tailored documentation
Our HR consultants can provide you with ready-to-issue contracts, handbooks and paperwork on a case-by-case basis. Alternatively, if you require ongoing HR support, tailored documentation is also included in our retainer HR service. Whatever option you choose, you can rest assured that all documentation is bespoke to your business and fully legally compliant, so you are completely protected in the long term.
Request a consultation to learn more about our tailored, legally compliant employee document or any other HR services. Trusted HR offers a free, 45-minute, no-obligation consultation on any HR issue to help you take the first step.
