Creating an Employee Handbook

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating an employee handbook is essential for any business, providing a document which defines the expectations, policies and procedures which all employees should adhere to. It’s a vital tool in protecting employers and employees in the event of any disputes and ensuring consistency in the workplace.
But without an employee handbook, or if it is outdated or incomplete, employers can be left exposed to a number of serious issues. This is why Genie AI have worked with many businesses over the years to help them draft and customize high quality legal documents without needing to pay a lawyer - by using their open source legal template library - the world’s largest - which has millions of datapoints teaching Genie AI’s artificial intelligence what constitutes as market-standard employment handbooks.
An employee handbook should clearly explain the expectations of employees and the consequences should these not be met; this helps to prevent misunderstandings between employer and employee, while also ensuring everyone is treated fairly with respect. It also helps create a positive working environment where staff feel confident that their rights are being upheld – especially important for those unfamiliar with their new workplace or country.
Importantly, too, having an effective employee handbook can aid recruitment as well as retention; it demonstrates that you are compliant with the law and following relevant regulations while making sure all members of staff understand what is expected from them in terms of performance and productivity.
In Saudi Arabia, previously only one company had been legally allowed to offer insurance products within its borders – however they have recently started taking steps towards developing NCCI into its industry’s flagship firm – publicly listed with audited accounts – by selling 7 million shares (70% total capital) last month at 205 riyals each; more than 800,000 applicants got 9 shares each for 205 riyals apiece.
At Genie AI we provide free employment handbook templates so employers can create an effective document tailored specifically for their needs - no account necessary! Our step-by-step guide provides everything you need to know about creating an appropriate document which meets both yours and your staff’s objectives; read on below for more information on how you can access our template library today!

Definitions (feel free to skip)

Local, State, and Federal Laws: These are laws passed by government agencies at the local, state, and national levels. They are typically put in place to protect citizens and ensure compliance with certain policies.

Industry and Organization Specific Standards: These are standards that are relevant to a particular industry or organization. They typically address topics such as safety, ethics, and operations.

Layout, Tone, and Design: Layout refers to the way information is organized and presented. Tone is the attitude and style of the language used. Design is the visual appearance of the handbook, including the use of colors, fonts, and images.

Mission Statement: A mission statement is a short statement that defines a company’s core values and purpose.

Expectations, Regulations, and Policies: Expectations are the standards that the company expects its employees to meet. Regulations are the rules and laws that the company must follow. Policies are the procedures and guidelines that must be followed.

Benefits and Leave: Benefits are the additional services and rewards that employees are entitled to. Leave is the time off that employees are allowed to take, such as vacation days and sick days.

Contents

• Determine the purpose and goals of the employee handbook.
• Gather information and research relevant regulations and laws
• Identify applicable local, state, and federal laws.
• Investigate industry and organization specific standards.
• Determine the structure and format of the handbook
• Consider layout, tone, and design.
• Draft the handbook’s contents
• Include company history and mission statement.
• Spell out expectations, regulations, and policies.
• Address employee benefits and leave.
• Establish a timeline for completion and review
• Set deadlines for each step in the process.
• Involve key stakeholders in the review process
• Identify relevant personnel from each department.
• Finalize the handbook
• Check for accuracy and consistency in formatting.
• Ensure that language is clear and understandable.
• Distribute and communicate the handbook to employees
• Decide on the best method of delivery.
• Provide opportunities for employees to ask questions.
• Review the handbook and update as needed
• Track changes and document updates.
• Set up a system for employees to provide feedback.

Get started

Determine the purpose and goals of the employee handbook.

• Consider the type of organization you have and the types of policies and procedures you need to create
• Brainstorm the topics that should be covered in the handbook
• Analyze the core values of the organization and the legal regulations and laws that should be included
• Write down the purpose and goals of the employee handbook
• Determine who should have access to the handbook
• When you have determined the purpose and goals of the employee handbook, create a plan for gathering the necessary information and research relevant regulations and laws.

How you’ll know when you can check this off your list and move on to the next step:

• When you have determined the purpose and goals of the employee handbook, written it down, and determined who should have access to the handbook, you can move on to the next step.

Gather information and research relevant regulations and laws

• Research applicable local, state, and federal laws and regulations related to the employee handbook.
• Gather information from other sources, such as industry experts or other companies, on best practices for creating an employee handbook.
• Identify any specific policies, procedures, or other information that should be included in the handbook.
• Once you have gathered all of the necessary information and have identified applicable laws, you can move on to the next step.

Identify applicable local, state, and federal laws.

• Research applicable laws in the local and state jurisdiction where the organization is based.
• Look up any applicable federal laws and regulations that may apply to the organization.
• Consider any relevant industry-specific standards or regulations that may be applicable.
• Make a list of all the relevant laws and regulations that need to be included in the employee handbook.
• When you have identified all the applicable laws and regulations, you can check this step off your list and move on to the next step.

Investigate industry and organization specific standards.

• Review industry-specific regulations, such as industry-specific labor laws, health and safety regulations, and any other relevant regulations
• Contact professional organizations related to your industry and inquire about any guidelines or standards they may have
• Consult with knowledgeable colleagues to determine best practices and any unique requirements specific to your organization
• Make notes of any standards you need to consider for the handbook
• When you have reviewed all relevant industry and organization specific standards, you can check this step off your list and move on to the next step.

Determine the structure and format of the handbook

• Decide on how the handbook should be organized, such as by department or by topic.
• Decide on the appropriate tone for the handbook, such as formal or conversational.
• Consider the handbook’s overall design, such as using visuals and images.
• Determine the best format for the handbook, such as printed or digital.

How you’ll know when you can check this off your list and move on to the next step: Once you have decided on the structure, format, tone, layout, and design of the handbook, you can move on to the next step.

Consider layout, tone, and design.

• Create a layout that is easy to understand and navigate, and select a font and design elements that are pleasing to the eye.
• Decide on the tone, whether formal or informal, that will be used throughout the handbook.
• Consider creating visual elements such as infographics or images to break up the text and make the handbook more engaging.

You’ll know you can move on to the next step when you have a clear layout and design, and a tone selected for the handbook.

Draft the handbook’s contents

• Brainstorm the content needed in the handbook, such as policies and procedures, employee benefits, and job descriptions
• Research and write the content for each part of the handbook
• Edit and proofread the handbook to ensure accuracy and clarity
• When the content is finalized, you can move on to consider the layout, tone, and design of the handbook.

Include company history and mission statement.

• Include the company’s founding date, founders’ names, and any significant milestones in the company’s history
• Include a brief description of the company’s mission, vision, and values
• Make sure the mission statement reflects the company’s goals and values
• Check with any senior executives or founders to ensure accuracy
• When you’re done, check off this step and move on to the next one.

Spell out expectations, regulations, and policies.

• Start by writing out the expectations for employees, including dress code, hours of operation, overtime rules, and safety protocols
• Create clear regulations for employee conduct, such as rules about harassment, cell phone use, and alcohol/substance abuse
• Outline policies for vacation and sick leave, holidays, and any other time off requests
• When you have listed out all the expectations, regulations, and policies that you want to include in your employee handbook, double-check to make sure everything is clear and comprehensive
• Once you have finished writing out the expectations, regulations, and policies, you can check this step off your list and move onto the next step of including employee benefits and leave in your employee handbook.

Address employee benefits and leave.

• Create a comprehensive list of benefits that your business offers employees, including health, vision, and dental insurance, vacation and sick leave, retirement plans, and any other benefits you offer.
• Outline any policies for taking leave, such as vacation time and sick leave.
• Specify any rules for taking leave and if there are any restrictions.
• Explain how much time employees are allowed to take off and how this time is accrued.
• Detail any procedures for returning to work after taking leave.

Once you have written out the policies and procedures for employee benefits and leave, you can check this step off your list and move on to the next step.

Establish a timeline for completion and review

• Set a timeline for when you want the Employee Handbook to be completed.
• Establish deadlines for each step in the process, including when to create drafts, review drafts, incorporate feedback, and complete the final version.
• Assign roles and responsibilities for each step.
• Decide how often you want to review and update the Employee Handbook.
• When the timeline is complete and the Employee Handbook is finalized, check it off the list and move on to the next step.

Set deadlines for each step in the process.

• Determine the deadline for each step in the process.
• Make sure deadlines are realistic and achievable.
• Establish a timeline for each step to be completed by.
• Assign each step of the process a deadline and communicate it to the team.
• Monitor progress and adjust deadlines as needed.
• Once all deadlines are set, ensure they are adhered to.
• When each step is completed by its deadline, check it off the list and move on to the next step.

Involve key stakeholders in the review process

• Prepare a list of key stakeholders who must be involved in the review process.
• Reach out to each stakeholder and explain the process and the timeline for completion.
• Set up a meeting or conference call with stakeholders to discuss the review process.
• Establish a timeline for when stakeholders need to provide feedback or sign-off.
• Document the feedback and sign-off from each stakeholder.
• Once all stakeholders have provided feedback and/or signed-off, you can move on to the next step in the process.

Identify relevant personnel from each department.

• Gather a list of all personnel from each department in the organization.
• Reach out to the department heads to ensure that you have the correct contact information for each employee.
• Create a spreadsheet with the contact information for each employee and the department they belong to.
• Once you’ve gathered the personnel information for each department, you can check this step off your list and move on to the next step.

Finalize the handbook

• Read through the handbook as a whole to make sure all the information is correct and that the formatting is consistent.
• Check for any typos or errors and make any necessary changes.
• Have the final version of the handbook reviewed and approved by the appropriate personnel.
• Once the handbook is approved, have it printed or published to the company’s website.

You’ll know you can check this off your list and move on to the next step when the handbook has been reviewed and approved by the appropriate personnel.

Check for accuracy and consistency in formatting.

• Proofread the handbook for any typos, grammar, or formatting errors.
• Ensure that the formatting is consistent throughout the handbook, including font type, font size, and spacing.
• Check that any tables or diagrams are laid out correctly.
• When you are satisfied that all errors have been corrected and the formatting is consistent, you can move on to the next step.

Ensure that language is clear and understandable.

• Read through the handbook and ensure that the language used is clear and easy to understand
• Make sure that the language is appropriate for all readers, regardless of their level of understanding
• Rewrite any sections that are difficult to follow or not understandable
• Check for any typos and grammar errors that may have slipped through the editing process
• Once you are satisfied that the language is clear and appropriate, you can check this step off your list and move on to the next.

Distribute and communicate the handbook to employees

• Set up a plan to effectively communicate the handbook to all employees.
• Make sure that every employee is aware of where to access the handbook.
• Provide a copy of the handbook to each employee in their preferred format (e-book, hard copy, etc.).
• Provide employees with a timeline for when the handbook needs to be read and understood.
• Ensure employees have access to the handbook in multiple formats.
• Offer a Q&A session to discuss any questions or concerns employees may have.

How you’ll know when you can check this off your list and move on to the next step:

• All employees have been informed of the handbook and its contents.
• All employees have been provided with access to the handbook in a format that suits them.
• All employees have been given a timeline for when the handbook needs to be read and understood.
• All questions and concerns raised by employees have been addressed.

Decide on the best method of delivery.

• Decide on the most effective and efficient way for employees to access the handbook such as email, an intranet page, or a physical copy.
• Think of how employees can access the handbook in the future if they need to reference it.
• Once you have determined the best method of delivery and communicated that to the employees, you can check this step off your list and move on to the next step.

Provide opportunities for employees to ask questions.

• Create an open forum for employees to ask questions about the employee handbook.
• Host a Q&A session with management or HR to answer any questions about the handbook.
• Make sure all questions are answered and documented.
• Check for any misunderstandings of the handbook and address them.
• Once all questions have been answered and addressed, you can check this off your list and move on to the next step.

Review the handbook and update as needed

• Read through the handbook and take note of any changes or updates that need to be made.
• Consult with legal counsel to ensure the handbook is legally compliant.
• Update the handbook with the necessary changes and have it reviewed by legal counsel again.
• Finalize the handbook and have it reviewed one last time by legal counsel.
• Make sure all changes have been documented and tracked.

When you can check this off your list and move on to the next step:
• When all changes have been made, documented, and tracked.
• When the final version of the handbook has been reviewed and approved by legal counsel.

Track changes and document updates.

• Track changes to the handbook using a version control system.
• Document when and why changes were made in the version control system.
• Create a log of all changes made to the handbook.
• When all changes have been documented and tracked, the step is complete and you can move on to the next step.

Set up a system for employees to provide feedback.

• Decide what type of feedback system should be set up, e.g. online surveys, comment boxes, meetings, etc.
• Set up the system, ensuring it is secure and private.
• Determine who will be responsible for collecting, analyzing and responding to the feedback.
• Communicate the feedback system to all employees, informing them of its purpose and how they can provide feedback.
• Monitor the system to ensure that employees are providing feedback and that their concerns are being addressed.
• How you’ll know when you can check this off your list and move on to the next step: Once the feedback system is set up, communicated and monitored, you can move on to the next step.

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Templates available (free to use)

Employee Handbook Acknowledgment
Employee Handbook Acknowledgment Colorado
Employee Handbook Acknowledgment Florida
Employee Handbook Acknowledgment Georgia
Employee Handbook Acknowledgment Illinois
Employee Handbook Acknowledgment Louisiana
Employee Handbook Acknowledgment Massachusetts
Employee Handbook Acknowledgment Minnesota
Employee Handbook Acknowledgment Missouri
Employee Handbook Acknowledgment New Jersey
Employee Handbook Acknowledgment New York
Employee Handbook Acknowledgment Ohio
Employee Handbook Acknowledgment Pennsylvania
Employee Handbook Acknowledgment Tennessee
Employee Handbook Acknowledgment Texas
Employee Handbook Long Form
Eu Competition Compliance Handbook
Simple Sme Staff Handbook
Unionized Employee Handbook Acknowledgment