Employee handbooks: A guide to creating valuable policies for your small business

Hey there, fellow small business owners! I’m Oleksiy, a Senior Marketing Ops Manager at Fingercheck. We aspire to be your most-relied upon vendor that you never have to think about.

What does that mean?

At Fingercheck, we don’t want to fool any of our customers – let’s face it, payroll and HR are complicated. Part of our passion is to geek out on the complex part, so you, as small business owners, don’t have to. And while we enjoy doing that, we want to ensure our customers know we have their back and everything under control.

That’s why we want to take the time to explore one of the more overlooked yet essential parts of your small business – the employee handbook.

Think of it as your business’s mini-constitution, spelling out the rules, values, and expectations that keep your team empowered and your sanity intact. But, rafting a handbook can be – confusing, overwhelming, and frankly, not exactly a recipe for workplace excitement.

Fear not! We’ll take a deep dive into the best practices around creating a handbook that protects your business, covers the basics, and helps your employees establish a thriving culture.

Let’s go! ⬇️

The essential handbook policies

1. Employment basics: charting the course

• At-will employment: This clarifies the terms of employment, outlining that either party can terminate the relationship without justification.
• Equal opportunity: Ensure everyone gets a fair shot, regardless of background, with an anti-discrimination policy.
• Non-discrimination: Make it clear that discrimination and harassment are unacceptable, period. Resources like the Equal Employment Opportunity Commission (EEOC) website can guide you.
• Harassment prevention: Define what constitutes harassment and outline reporting procedures. Check out the Society for Human Resource Management (SHRM) for helpful resources.

2. Compensation and benefits: keeping your engine running

• Wages: Clearly state pay rates, schedules, and overtime policies. Refer to your state’s Department of Labor website for minimum wage and overtime regulations.
• Paid time off: Outline vacation, sick leave, and personal time policies, including accrual and usage rules. The Fair Labor Standards Act (FLSA) website offers insights.
• Health insurance and other benefits: Explain available benefits, enrollment processes, and contribution details. Look to the Department of Health and Human Services (HHS) for guidance.
• Retirement plans: If offered, explain available retirement plans, eligibility, and contribution options. The Employee Benefits Security Administration (EBSA) website can help.

3. Performance and discipline. 

• Performance reviews: Establish a system for regular feedback and goal setting, outlining review processes and expectations. SHRM also has excellent resources.
• Disciplinary procedures: Define unacceptable behavior and the progressive steps that may be taken in response. The National Labor Relations Board (NLRB) website offers insights.
• Dress code: If you have one, keep it clear, professional, and respectful of diversity.
• Internet use: Set boundaries for acceptable online behavior on company devices and networks. The National Conference of State Legislatures (NCSL) website guides cybercrime laws.

4. Workplace safety and security

• Emergency procedures: Outline what to do in case of fire, natural disasters, or medical emergencies. The Occupational Safety and Health Administration (OSHA) website offers safety resources.
• Accident reporting: Establish clear procedures for reporting accidents and injuries. Your state’s workers’ compensation agency can provide guidance.
• Security protocols: Explain protocols for data security, physical security, and reporting suspicious activity. The Cybersecurity & Infrastructure Security Agency (CISA) website offers helpful resources.

5. Additional Policies: charting untapped waters

• Social media use: Set guidelines for professional online behavior and company representation.
• Intellectual property: Clarify ownership of work created by employees.
• Confidentiality: Emphasize the importance of safeguarding company information.
• Technology use: Define acceptable use of company devices and software.

Remember, this is just a roadmap, and your specific policies may vary depending on your industry, location, and company size. Always consult with legal and HR professionals when crafting your handbook.

Beyond the policies

We’ve covered the essential policies, but a stellar handbook goes beyond the minimum. Now, let’s build your company’s dream headquarters! Your employee handbook is more than just a rulebook; it’s the blueprint for your team’s culture and success.

Culture in the cornerstone

• Mission and Values: Make your handbook echo your company’s heart. Clearly define your mission and values and how they translate into everyday actions. This is your team’s North Star, guiding them towards a shared vision.
• Recognition and Rewards: Celebrate wins! Highlight how your handbook supports recognition programs and rewards that reinforce your desired culture. Think of it as building a confetti cannon for incredible achievements.
• Communication Bridge: Foster an open-door policy by outlining communication channels and encouraging collaboration. Your handbook can be the bridge that connects everyone seamlessly.
• Fun and Engagement: Don’t be afraid to let your unique spirit shine! Inject humor, company traditions, or even team photos to build camaraderie and make it a document your team wants to read. Think of it as adding a splash of paint to your office walls!

Keeping your handbook sharp

Remember, your handbook is a living document, not a museum exhibit. Just like your office needs a refresh now and then, your handbook needs regular updates:

• Schedule check-ups: Establish a review schedule to ensure your policies stay compliant and relevant. Think of it as giving your handbook a yearly tune-up.
• Team feedback: Encourage input and suggestions from your crew. After all, they’re the ones living in this office space! Remember, feedback is how you build a better chair for everyone.
• Easy access: Make sure your handbook is readily available online and in printed format. Think of it as putting copies on every desk and having a digital version in the cloud.

The bottom line:

A well-written handbook is your anchor, fostering a positive, productive, and compliant environment. It’s a reflection of your culture and a testament to your commitment to their well-being.

Take Fingercheck for a spin with a demo to see how we can streamline your HR and payroll needs. You’ll have more time to focus on steering your company toward success while we handle the charts and navigation.