Writing a Comprehensive Staff Handbook (UK)

Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

Having a comprehensive staff handbook is a key part of providing employees with the guidance they need to succeed in their role, while helping employers protect themselves from any potential legal liability. At Genie AI, we understand that having a staff handbook which complies with all applicable laws and regulations is essential – not only for employees, but also for employers who are looking to create a safe and fair working environment.

A comprehensive staff handbook can ensure that both employers and employees are aware of the expectations and obligations of their respective roles. It can also help to create a stronger sense of team spirit and camaraderie among colleagues, by providing them with a shared understanding of the employer-employee relationship. Additionally, having an up-to-date staff handbook can help protect employers from misunderstandings; thereby protecting their reputation and credibility.

At Genie AI, we offer free access to our template library which provides market-standard legal documents including staff handbooks – allowing anyone to draft and customize high quality legal documents without paying expensive lawyer’s fees. Our library is powered by millions of data points which teach our AI what makes for effective employee documentation – so you can be sure your staff handbooks are compliant with all applicable laws and regulations in your jurisdiction.

Ultimately, investing in creating a comprehensive staff handbook is essential for both employers looking to create an efficient work environment as well as employees seeking clarity on their roles and rights within it. To get started on creating yours today – read on below for our step-by-step guide or visit us at GenieAI.com to access our template library today!

Definitions

Legal Requirements: Rules or regulations that must be followed in order to remain compliant with the law.
Policy Framework: A set of rules and guidelines that outlines the structure and content of a handbook.
Compliance: Following the rules and regulations that are set out.
Applicable Laws: Laws or regulations that must be followed for a particular activity or situation.
Internal Policies: Rules that are specific to a particular organisation.
Fines: A penalty imposed by a court or other authority for not following a rule or regulation.
Penalties: Punishment imposed by a court or other authority for not following a rule or regulation.
Legal Action: A lawsuit or other legal process that is taken in order to enforce a law or regulation.
Research: The process of gathering information about a particular topic.
Comprehensive: Complete and thorough.
Clear: Easy to understand.
Up to date: Current and accurate.
Remuneration: Payment or compensation for work done.
Intranet: A computer network that is used within an organisation.
Encryption: The process of making data unreadable to anyone who is not authorised to access it.
User Authentication: A process of confirming the identity of a user.
Access control: A system that regulates who is allowed to access a particular system or resource.
Mediator: A person who helps to resolve a dispute between two or more parties.
Arbitration: A process by which a dispute is resolved by an impartial third party.
Conciliation: A process of resolving a dispute by having both parties reach an agreement.
Data Protection Act: A law that sets out the rules for collecting, processing, and storing personal data.
General Data Protection Regulation (GDPR): A set of regulations for the protection of personal data.

Contents

1. Overview of the legal requirements for staff handbooks in the UK
2. How to create a policy framework for the handbook
3. Identify any legal requirements
4. Decide on the structure of the handbook
5. Write or source policies and procedures
6. Different types of information to include in the handbook
7. Employee roles and responsibilities
8. Health and safety
9. Equal opportunities
10. Absence and leave policies
11. Contracts and wages
12. Working hours
13. Examples of specific policies and procedures
14. Code of conduct
15. Disciplinary procedure
16. Grievance procedure
17. Social media guidelines
18. Remote working policy
19. Guidance on how to effectively communicate the handbook to employees
20. Distribute the handbook to employees
21. Hold a meeting to explain the handbook
22. Provide training
23. Make it available electronically
24. Tips on how to ensure the handbook is kept up to date
25. Monitor legal developments
26. Track changes in the workplace
27. Invite feedback from employees
28. Advice on how to handle potential disputes and grievances
29. Follow the dispute resolution procedure
30. Resolve disputes quickly and fairly
31. Document all steps taken
32. Information on how to store and protect confidential employee data
33. Ensure all data is stored securely
34. Only allow access to authorised personnel
35. Set clear guidelines for data use
36. Ensure all staff are aware of data protection rules
37. Outlining the responsibilities of employees with regards to the handbook
38. All employees should be familiar with the contents of the handbook
39. All employees should abide by the policies and procedures set out in the handbook
40. All employees should be aware of the consequences of not following the policies and procedures set out in the handbook.
41. Advice on how to review and update the handbook periodically
42. Regularly review the handbook
43. Consult with employees
44. Make changes as necessary
45. Ensure all employees are informed of any changes.

Get started

Overview of the legal requirements for staff handbooks in the UK

• Research the UK employment laws that need to be included in the staff handbook
• Understand the current UK workforce landscape, including any changes or updates to the regulations
• Review employee contracts and any existing policies to ensure they are in line with the current UK regulations
• Make a list of the regulations that need to be included in the staff handbook
• Gather the necessary resources and documents to reference in the staff handbook
• When you have completed the research and have a comprehensive list of the legal requirements, you can start to create the policy framework for the handbook.

How to create a policy framework for the handbook

• Decide on the format of the policy framework that best suits the organisation’s needs
• Identify the areas the framework should cover, such as disciplinary, grievance, health and safety, data protection and equality policies
• Draft the policy framework, making sure to include any necessary legal information
• Check the policy framework against the legal requirements for staff handbooks in the UK
• Seek feedback from other relevant stakeholders
• Finalise and approve the policy framework
• Add the policy framework to the staff handbook
• Check that the policy framework is up-to-date and in line with any changes to legislation

You’ll know you can check this off your list when the policy framework has been added to the staff handbook, and you have checked that it is up-to-date.

Identify any legal requirements

• Carry out legal research on the UK employment law and UK health and safety laws
• Read through the Equality Act and any other relevant laws in the UK
• Seek legal advice on any additional laws or regulations that may apply to your business
• Take note of any additional laws or regulations that may apply and make sure you include them in the staff handbook
• Once you have identified all the legal requirements that apply to your business, you can move on to the next step, deciding on the structure of the handbook.

Decide on the structure of the handbook

• Research other handbooks from similar companies in the UK to get an idea of the structure and content
• Consult with your HR department and other stakeholders to decide on the structure, content and format of the handbook
• Create an outline of the handbook, including the topics and order
• Draft headings and subheadings for each section
• When the structure is finalized and agreed upon, you can move on to the next step.

Write or source policies and procedures

• Research existing policies and procedures, and edit or update as necessary to comply with UK law.
• Draft any new policies or procedures needed.
• Have the policies and procedures reviewed and approved by a legal authority.
• Make sure all policies and procedures are consistent throughout the handbook.
• Ensure that all policies and procedures are signed off and up to date.
• Once all the policies and procedures have been reviewed, edited, and signed off by a legal authority, they are ready to be included in the staff handbook.

Once all the policies and procedures have been reviewed, edited, and signed off by a legal authority, you can move on to the next step in the guide.

Different types of information to include in the handbook

• Include a summary of the company mission and vision
• Provide an introduction for new employees
• Outline rights and benefits of employees
• Give general information about the company
• Describe an employee’s contractual obligations
• Explain the company’s disciplinary and grievance processes
• Detail the company’s health and safety policies
• Summarize the company’s equality and diversity policies
• Outline the company’s data protection policies
• Set out the company’s code of conduct

Once you have included the appropriate information in the handbook, you can move on to the next step: Employee roles and responsibilities.

Employee roles and responsibilities

• Outline the roles and responsibilities of each employee in the organisation
• Set expectations for the roles and responsibilities of each job title
• Ensure that the roles and responsibilities are in line with the job description for each role
• Ensure that the roles and responsibilities are clear, detailed and in line with the organisation’s values
• Ensure that roles and responsibilities are updated regularly to reflect any changes in the organisation

Once you have outlined the roles and responsibilities of each employee in the organisation, you can check this step off your list and move on to the next step.

Health and safety

• Determine relevant health and safety standards for UK-based employees.
• Draft a policy on health and safety that outlines the rights, responsibilities and expectations of both employers and employees.
• Include information on safety measures, hazard identification and reporting, and other health and safety related topics.
• Outline any potential risks associated with working in the specific industry or workplace.
• Ensure the policy aligns with the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, and any other relevant legislation.
• Have the policy reviewed and approved by a qualified health and safety professional.
• Include the policy as part of the staff handbook.
• When complete, move on to the next step: Equal opportunities.

Equal opportunities

• Describe the company’s commitment to equal opportunities and non-discrimination
• Outline the company’s policies on equal pay, discrimination and harassment
• Ensure that all staff members understand the company’s policies and procedures on equal opportunities
• Provide clear guidance on how to deal with, and report, any cases of discrimination or harassment
• Make sure all staff are aware of their legal rights and the consequences of breaching the company’s equal opportunities policies

Once the above is included in the staff handbook, you can move on to the next step: Absence and leave policies.

Absence and leave policies

• Determine the leave policies you wish to offer staff members, such as annual leave, sick leave, and parental leave
• Note the required length of service before leave will be granted, and the notice period to be given when requesting leave
• Specify the amount of pay, if any, to be granted during periods of leave
• Make sure you comply with all relevant legislation and regulations, such as the Working Time Regulations
• Include any additional policies you wish to offer, such as compassionate leave
• Ensure the policy is clearly written and easily understood

Once all the required policies have been determined, you can check this step off your list and move on to the next step of writing a comprehensive staff handbook (UK) - Contracts and wages.

Contracts and wages

• Have an up-to-date version of the UK National Minimum Wage Regulations
• Ensure that all employees are paid at least the National Minimum Wage, or above
• Write out a clear job description for each position within the organisation
• Set out the terms of the contract, including:
• Job title and description
• Length of contract
• Hours of work
• Pay rate
• Holiday entitlement
• Pension scheme details
• Make sure that employees are aware of the terms of their contract
• Establish procedures for giving employees a written statement of their terms and conditions
• Make sure employees understand the grievance procedure
• Set out the rules and regulations for any bonus or commission schemes
• Make sure employees understand any rules regarding overtime

You will know you have completed this step when you have all the necessary information for contracts and wages written out and stored securely.

Working hours

• Gather information about the normal working hours for the business, including any flexibility for employees
• Decide if overtime will be paid and under what circumstances
• Establish whether sick pay is available and the terms of it
• Identify any additional benefits such as flexitime and working from home
• Outline the procedures for requesting a change in hours
• Note any requirements for holidays, such as the number of days which must be taken in a particular period
• Draft the working hours section of the staff handbook and make sure all the relevant information is included
• Check the accuracy and completeness of the working hours section
• When the section is complete, check it off your list and move on to the next step: Examples of specific policies and procedures.

Examples of specific policies and procedures

• Develop a policy regarding the use of social media and the internet in the workplace
• Create a policy for using the company’s email system
• Draft an anti-harassment and anti-discrimination policy
• Outline the company’s policy on sick pay, maternity/paternity leave, and other forms of leave
• Devise a policy on the use of company vehicles
• Set out the procedure for handling grievances
• Detail the company’s policy on expenses
• Establish a dress code policy

Once all of the above policies and procedures have been written, you can move on to the next step of drafting a code of conduct.

Code of conduct

• Outline an introduction to the code of conduct: what it is, why it is important, and the consequences of not following it
• Specify expectations of the employees, such as honesty, integrity, respect for colleagues, and other professional behavior
• Set out workplace policies, such as no bullying or harassment, no discrimination, no misuse of company property, no unauthorised access to confidential information, and other policies that are relevant to the workplace
• Explain the disciplinary procedure and outline the consequences of breaking the code of conduct
• Provide resources for employees to refer to if they need further help
• Have employees sign a document indicating that they have read and understood the code of conduct

You’ll know that this step is complete when you have a comprehensive code of conduct outlined and all relevant policies set out, and when all employees have signed a document indicating that they have read and understood it.

Disciplinary procedure

• Outline the types of disciplinary action that can be taken, such as verbal or written warnings, probation, demotion, or dismissal
• Clarify that disciplinary action should only be taken in response to serious misconduct and must always be proportionate
• Describe the disciplinary procedure, including how employees should be notified of any disciplinary action and how they can appeal any action taken
• State that disciplinary action should be taken in a timely manner to ensure fairness and consistency
• Check that your disciplinary procedure complies with the Acas Code of Practice
• When you have written a comprehensive disciplinary procedure, check it off your list and move on to the next step: Grievance procedure.

Grievance procedure

• Outline the procedure for handling employee grievances, including the process for raising complaints, time frames, and appeals
• Provide contact information for managers and HR personnel who can be approached with grievances
• Explain the confidential nature of the grievance process
• Include contact details for any other relevant external organisations, such as trade unions
• Explain the right of employees to be accompanied by a trade union representative or a colleague during a grievance procedure
• Outline the right of employees to take their grievances to an Employment Tribunal
• When the procedure has been completed, check off this step and move on to the next step: Social media guidelines

Social media guidelines

• Make sure staff are aware of their company’s social media policy and that they read and understand it.
• Include information on what is and isn’t acceptable to post on social media platforms and the potential consequences for breaching the policy.
• Outline the company’s stance on commenting on other organisations or people, and how to handle customer complaints.
• Give guidelines on how staff should represent themselves on social media, including what to do if they become aware of colleagues’ activities.
• Include information on how to respond to criticism, how to handle potential conflicts of interest, and how to ensure customer confidentiality is maintained.

Once you have included all the necessary information for the social media guidelines, you can check this step off your list and move on to the next step, which is creating a remote working policy.

Remote working policy

• Outline the expectations of employees when working remotely (e.g. availability during core hours, agreements regarding use of own hardware and software, etc.)
• Note any additional requirements for remote workers in terms of security, data protection and access to relevant systems
• Make clear the company’s expectations for remote working in regards to communication and collaboration
• Specify any guidelines for reporting and timesheets
• Outline the procedures for terminating remote working arrangements

Once the remote working policy has been outlined and specified, it is ready to be checked off the list and the next step can be completed.

Guidance on how to effectively communicate the handbook to employees

• Identify the best way to communicate the staff handbook to employees, such as by email, posting it on the company website or intranet, or printing and distributing copies.
• Create a policy communication plan, detailing the method of communication, timeline for distribution, and any follow up measures.
• Ensure that employees acknowledge receipt of the handbook, such as by signing a form, making a note on the intranet or sending an email.
• Once all employees have received the handbook, have a meeting to discuss the contents and to answer any questions.
• To check off this step and move on to the next one, ensure that all recognition forms have been signed and all employees have received the handbook.

Distribute the handbook to employees

• Create digital copies of the handbook to send out to employees
• Print physical copies of the handbook to send out to employees
• Send out emails to employees to let them know they have access to the handbook
• Post the handbook online in a secure manner
• Make sure all employees have access to the handbook
• Make sure to keep records of who has access to the handbook

Once all copies of the handbook have been distributed, you can check this off your list and move on to the next step.

Hold a meeting to explain the handbook

• Schedule a meeting with staff to explain the contents of the staff handbook
• Make sure to give staff enough time to read and understand the handbook before the meeting
• At the meeting, explain the importance of the handbook and discuss each section in detail
• Answer any questions staff may have regarding the handbook
• Make sure staff understands the policies contained in the handbook
• Provide a copy of the handbook to each staff member at the end of the meeting
• Keep records of the meeting for future reference

Once the meeting has been held and the staff understand the contents of the handbook, you can check this off your list and move on to the next step.

Provide training

• Schedule training sessions for staff to review the handbook and any changes that have been made
• Make sure to provide ample time for questions and answers
• Identify a staff member who can provide further support and guidance
• Provide additional training as and when required
• Once all staff have been trained, make a note of this in the handbook
• Check off this step when all staff have been trained and all questions have been answered.

Make it available electronically

• Decide on the most appropriate format for the staff handbook. This could be a physical copy, or a digital version, or both.
• Make sure the staff handbook is accessible to all staff members. This could include making it available electronically in a variety of formats, such as a PDF, online, or via an app.
• Train staff members on how to access the handbook in the format that you have chosen.
• Keep a record of who has accessed the handbook, and when.
• Check that all staff members have accessed the handbook.

Once you have taken all of these steps, you can check this off your list and move on to the next step.

Tips on how to ensure the handbook is kept up to date

• Set up a system for regularly reviewing the handbook for changes. This could include an annual review, or when new legislation is implemented.
• Assign a designated person or team to review the handbook and make any necessary updates.
• Keep track of any changes that have been made and ensure that all previous versions of the handbook are archived.
• Ensure that any changes are communicated to staff in a timely manner, and that they are aware of their responsibilities in relation to the handbook.
• Check off this step when the system for regularly reviewing and updating the staff handbook is in place.

Monitor legal developments

• Stay informed of changes in employment law by reading HR-related websites and subscribing to relevant newsletters.
• Conduct an annual review of the staff handbook to ensure it is up to date with the latest regulations and laws.
• Keep abreast of new legislation and changes in case law by regularly reviewing the resources available from the Advisory, Conciliation and Arbitration Service (ACAS).
• Sign up to the Government Employment Law newsletter, which provides updates on regulations and changes in the law.
• When you have monitored legal developments, you can move on to the next step in creating your staff handbook.

Track changes in the workplace

• Establish a process to track changes in the workplace, such as a record of new policies, practices, and laws.
• Review the changes regularly and update the staff handbook accordingly.
• Make sure to notify employees of any changes in the staff handbook.
• Utilize technology, such as an internal HR software, to keep track of all changes made.
• Ensure that any changes comply with the applicable laws and regulations.

You’ll know when you can check this off your list when you have established a process to track changes in the workplace and have updated the staff handbook accordingly.

Invite feedback from employees

• Create a survey or questionnaire to send out to all employees
• Make it clear that their input and opinions are important
• Ask questions about the contents of the staff handbook and any other areas of workplace culture that would benefit from improvement
• Give employees the opportunity to provide additional feedback in an open-ended response
• Ensure employees are aware of the timeline for feedback collection
• Analyse the results of the survey and make changes to the staff handbook accordingly

You’ll know you can check this off your list and move on to the next step when you have gathered the feedback from employees and made the necessary changes to the staff handbook.

Advice on how to handle potential disputes and grievances

• Create a policy outlining the process for handling disputes and grievances between employees.
• Include a timeline for resolving grievances and disputes within a certain timeframe.
• Explain the procedure for filing a grievance and the steps for resolving it.
• Outline the roles of management, Human Resources, and other stakeholders in the grievance process.
• Include a clause for appeals if the employee is not satisfied with the outcome.
• Make sure the policy is compliant with employment law and other regulations.

Once you have created a policy that outlines the process for handling disputes and grievances between employees, you can check this off your list and move on to the next step.

Follow the dispute resolution procedure

• Make sure all staff members are aware of the dispute resolution procedure and have access to it
• Ensure the procedure is fair and objective, and is designed to resolve disputes quickly and efficiently
• Make sure the procedure is clearly outlined in the staff handbook, so all staff members know what steps to take
• Ensure the procedure is regularly reviewed and updated, if necessary
• Make sure the procedure is communicated to all staff in a timely manner
• When the dispute resolution procedure is clearly outlined in the staff handbook, check it off your list and move on to the next step.

Resolve disputes quickly and fairly

• Establish a framework for resolving disputes between staff and employers.
• Create a dispute resolution procedure which should include a clear process for both staff and employers to follow when a dispute arises.
• Ensure that the procedure is fair and reasonable and complies with UK legislation.
• Make sure all staff are aware of the procedure and have access to it.
• If a dispute arises between staff and employers, work together to resolve it quickly and fairly.
• Seek advice from external sources such as HR professionals or legal professionals if appropriate.
• Keep a record of actions taken to resolve the dispute.
• When the dispute has been resolved, document the outcome and ensure both parties are satisfied with the resolution.
• When the dispute has been resolved, check off this step and move on to the next.

Document all steps taken

• Create a document to document all steps taken during dispute resolution.
• Include the date and time of the resolution, the names of the parties involved, and a summary of the resolution.
• Make sure to include the terms of the resolution and the agreed-upon action steps.
• Store the document in a secure, confidential location.
• Once the necessary information is documented, the step will be complete.

Information on how to store and protect confidential employee data

• Identify what type of confidential data is collected from employees and how it is used.
• Establish rules and procedures for accessing, storing, and disposing of confidential employee data.
• Make sure that all confidential employee data is stored securely, including the use of encryption, passwords, and other appropriate measures to protect the data.
• Educate staff on the importance of safeguarding confidential employee data.
• Establish policies on who can access employee data and how they can access it.
• Establish procedures for disposing of confidential employee data in a secure manner.
• When all of the above have been completed, you can check this off your list and move on to the next step.

Ensure all data is stored securely

• Ensure all company data is stored securely and only accessed by authorised personnel.
• Use secure file storage systems, and password-protected files and folders.
• Require all employees to use strong passwords and change them regularly.
• Use a secure internet connection and encryption technology to protect data when it is transmitted.
• Have up-to-date security software installed and running on all computers.
• Ensure all computers have an active firewall.
• Monitor all access to the data, and regularly review security policies.

Once all of the above steps have been completed, you can move on to the next step: ### Only allow access to authorised personnel.

Only allow access to authorised personnel

• Create a list of all authorised personnel who can access data
• Ensure all other personnel have limited access to data
• Ensure access to sensitive data is restricted to a secure environment
• Implement user authentication protocols such as passwords, PINs and biometrics
• Set up access control protocols to ensure only authorised personnel have access to certain areas of the network
• Monitor access levels to ensure only authorised personnel are accessing data
• Check access logs regularly to ensure only authorised personnel are using the data

Once the above steps have been completed, you can check this off your list and move onto setting clear guidelines for data use.

Set clear guidelines for data use

• Create a data protection policy that outlines how you will use employee data.
• Define what kind of data you will collect and why.
• Outline the procedures for handling, storing, and disposing of any employee data.
• Explain the rights of employees to access and delete their data.
• Set out the consequences should data be used inappropriately.
• Ensure the policy is up to date and compliant with the latest UK data protection laws.

Once you have created the policy and distributed it to all staff, you can move on to the next step of ensuring all staff are aware of data protection rules.

Ensure all staff are aware of data protection rules

• Draft a section of the staff handbook that outlines what data protection rules all staff must adhere to
• Make sure to include the rules as they apply to the UK, as well as any other relevant countries
• Consider adding a section that lists the potential consequences of violating data protection rules
• Have a lawyer review the section to ensure it is legally compliant
• Ensure all staff are aware of the data protection rules and have signed off on it
• This can be done by having each staff member read and sign the section of the staff handbook
• Once all staff have been made aware of the data protection rules and have signed off on them, this step will be completed.

Outlining the responsibilities of employees with regards to the handbook

• Outline the responsibilities of employees to read and adhere to the handbook
• Describe the consequences of failing to comply with the contents of the handbook
• Explain the policy for updating the handbook and ensure employees are aware of any changes
• Make clear the expectation that all employees should be familiar with the contents of the handbook

Once these points have been addressed, you can check this step off your list and move onto the next step.

All employees should be familiar with the contents of the handbook

• Make sure that the handbook is readily accessible to all employees.
• Ensure that each employee is given a copy of the handbook.
• Make sure that all employees are given sufficient time to read the handbook.
• Ensure that all employees are aware of their responsibilities with regards to the handbook.
• Ensure that all employees sign a document to confirm an understanding of the contents of the handbook.

Once the above steps have been completed, the employee will be familiar with the contents of the handbook and this step can be checked off the list.

All employees should abide by the policies and procedures set out in the handbook

• Ensure that all employees have read and understood the policies and procedures in the staff handbook.
• Provide a written acknowledgement that the employee has read, understood, and agreed to abide by the policies and procedures in the staff handbook.
• Make sure that the employee understands the consequences of not following the policies and procedures set out in the staff handbook.
• Monitor employee compliance with the policies and procedures set out in the staff handbook.
• When you have confirmed that all employees have read, understood, and agreed to abide by the policies and procedures in the staff handbook, you can check this step off your list and move on to the next step.

All employees should be aware of the consequences of not following the policies and procedures set out in the handbook.

• Make sure to clearly state the consequences of not adhering to the policies and procedures in the handbook.
• Make clear what disciplinary action will be taken if an employee does not comply with the rules set out in the handbook.
• Ensure the consequences are appropriate for any infractions and are in accordance with the law.
• Once the consequences have been outlined, you can check this step off your list and move on to the next step.

Advice on how to review and update the handbook periodically

• Schedule regular reviews of the staff handbook at least once a year.
• During the review, identify any outdated or incorrect information and make the necessary updates.
• Take into account any changes in legislation or regulations that may have occurred since the last review.
• Ask employees for their feedback and input on any changes or additions they would like to see.
• Once all changes have been made and approved, make sure to distribute a new version of the handbook to all employees.

Once all the necessary reviews and updates have been completed, you can check this off your list and move on to the next step.

Regularly review the handbook

• Schedule an annual review of the handbook and make sure all relevant parties are consulted
• Evaluate any changes in legislation or regulations, and adjust the handbook if necessary
• Review any feedback from employees on the handbook, make changes if needed
• Invite employees to suggest changes or additions to the handbook
• Once all changes have been made and approved, update the handbook and distribute to all relevant parties
• Check this off your list when all changes are finalised and the updated handbook has been distributed.

Consult with employees

• Take into consideration employees’ views on the company’s values, policies and procedures
• Speak to all employees to understand their perspectives on staff handbook
• Request feedback from employees and use their input to update the handbook
• Ask employees to review the new/updated handbook and provide their comments

Once you have consulted with employees, you can check this off your list and move on to the next step of making changes as necessary.

Make changes as necessary

• Review the feedback from employees obtained in the ‘Consult with employees’ step and make any necessary changes to the staff handbook.
• Update the staff handbook with the changes you have made.
• Have a lawyer review the updated staff handbook to ensure it meets all legal requirements.
• Once the staff handbook has been reviewed and updated, you can move on to the next step.

Ensure all employees are informed of any changes.

• Send out a notification to all employees informing them of the changes.
• Have a meeting with all staff to discuss the changes and answer any questions they have.
• Ensure everyone has access to the updated version of the handbook.
• Once all employees have been informed, check off this step as complete.

FAQ

Q: How is a staff handbook regulated by UK law?

Asked by Amber on January 8th 2022.
A: A staff handbook is a document that outlines the policies, procedures and expectations of your organisation. It is a legal document, and while it is not regulated by UK law, it should be compliant with all relevant legislation. This includes the Equality Act 2010 and the Working Time Regulations 1998. Other areas of law may also be relevant, depending on the specific industry and sector in which your organisation operates. It is important to ensure that the policies outlined in your staff handbook are up-to-date and in line with current legislation.

Q: What should I consider when writing a comprehensive staff handbook in the UK?

Asked by Daniel on June 16th 2022.
A: When writing a comprehensive staff handbook in the UK, there are a few considerations you should bear in mind. Firstly, you should ensure that it is compliant with all relevant legislation and regulations, such as those mentioned above. Secondly, you should consider any specific industry or sector requirements that apply to your organisation. Thirdly, you should think about any particular requirements or expectations of your organisation that may not be covered by existing laws or regulations. Finally, you should ensure that the policies outlined in your staff handbook are up-to-date and reflect any changes that have occurred since its last update.

Q: What are the differences between US and UK employee handbooks?

Asked by Emily on April 9th 2022.
A: There are several differences between US and UK employee handbooks. In the US, employee handbooks are often more detailed than in the UK, as they need to cover more employment law topics due to different state laws. In addition, US handbooks often include additional topics such as drug testing policies, dress codes, vacation policies and other matters not typically included in a UK handbook. Additionally, US employee handbooks often include arbitration clauses which are not typically found in UK employee handbooks.

Q: How do I ensure my staff handbook complies with EU laws?

Asked by David on March 12th 2022.
A: When writing a comprehensive staff handbook, it is important to ensure that it complies with all relevant EU laws and directives. This includes legislation related to health and safety at work, working hours and holiday entitlement, discrimination and data protection. Additionally, it is important to consider any specific industry requirements that may apply to your organisation in order to ensure compliance with all relevant EU laws.

Q: What kind of information should be included in a staff handbook?

Asked by Abigail on February 21st 2022.
A: A comprehensive staff handbook should include information related to health and safety at work; working hours and holiday entitlement; pay rates; disciplinary procedures; grievance procedures; diversity policies; data protection policies; recruitment policies; maternity/paternity leave policies; sickness absence policies; retirement policies; redundancy policies; and any other relevant information related to employment law or your particular industry or sector requirements.

Q: How often should I update my staff handbook?

Asked by Joseph on May 2nd 2022.
A: It is important to regularly review your staff handbook to ensure that it is up-to-date with all relevant legislation and any changes that have occurred since its last update. Depending on the size of your organisation and the frequency of legislative changes, it is recommended that you review your staff handbook at least once every two years or more frequently if necessary.

Q: What is the difference between an employee manual and an employee handbook?

Asked by Isabella on July 29th 2022.
A: An employee manual typically contains detailed instructions regarding an employee’s job duties as well as basic information about the company such as its mission statement and core values. An employee handbook on the other hand usually contains more general information about the company such as its vision statement, core values and policies related to health & safety at work, working hours & holiday entitlement etc., as well as more detailed information about various other employment law matters such as disciplinary procedures and grievance procedures etc., depending on what is applicable to an individual organisation’s context & needs.

Q: Are there any special requirements for writing a comprehensive staff handbook for a technology company?

Asked by Matthew on August 13th 2022.
A: Writing a comprehensive staff handbook for a technology company requires taking into account additional factors than would be necessary when writing one for another type of business or industry sector (e.g., retail). Specifically, technology companies may need additional policies related to their use of technology (e.g., data security) or guidelines for employees’ use of social media platforms which may not be applicable elsewhere due to their unique context & needs (e.g., SaaS companies). In addition, technology companies may also need additional guidance around their use of intellectual property (e.g., copyright & trademark) which should be addressed within their comprehensive staff handbooks where necessary & appropriate .

Q: Do I need a comprehensive staff handbook for my organisation?

Asked by Emma on November 4th 2022.
A: Whether or not you need a comprehensive staff handbook for your organisation depends largely on its size & scope of operations as well as any specific regulations or industry requirements which apply to it (e.g., SaaS companies). Generally speaking though having one can provide clear guidance & direction for both employers & employees alike which can help avoid misunderstandings & potential disputes down the line as well as ensuring compliance with all relevant legislation & regulations – thus making having one particularly beneficial for larger organisations where these issues can become more complex than they would otherwise be in smaller organisations where fewer people are involved in day-to-day operations .

Q: How do I make sure my staff understand my company’s policies outlined in our staff handbook?

Asked by Elijah on December 18th 2022.
A: Ensuring that employees understand & adhere to your company’s policies outlined in its staff handbook can be achieved through regular communication & training sessions where employees can ask questions & receive clarification on anything they may not understand fully or feel uncertain about – thus enabling them to make well informed decisions regarding how they conduct themselves within the workplace which can help minimize potential disputes further down the line due to misunderstanding of company policy . Additionally – you may also want to consider introducing an online platform such as an intranet system where employees can access up-to-date information regarding company policy whenever they require it without needing to take up additional time away from their duties .

Q: What do I need to consider when writing a comprehensive staff policy for an international team?

Asked by Olivia on October 6th 2022.
A: When writing a comprehensive staff policy for an international team there are several considerations you need to bear in mind . Firstly – you should ensure that your policy takes into account different cultural norms across different countries which may influence how certain areas of policy are interpreted & acted upon (e .g . attitudes towards punctuality ). Secondly – you should also take into account different legal requirements across various countries which could affect aspects such as minimum wage , working hours etc . Finally – you should also consider any specialised needs or circumstances that may arise from having an international team ( e .g . language barriers ) so that these can be addressed appropriately within your policy document .

Example dispute

Raising a Successful Lawsuit Referencing a Staff Handbook

• The plaintiff must demonstrate that the staff handbook was a legally-binding contract between them and the defendant.
• The plaintiff must prove that the defendant violated the terms of the contract as outlined in the staff handbook.
• The plaintiff must also be able to provide evidence of damages that they suffered as a result of the defendant’s violation of the contract.
• The plaintiff must be able to demonstrate that the damages they suffered were both foreseeable and a direct result of the defendant’s violation of the staff handbook.
• The plaintiff must provide evidence that they have taken all reasonable steps to resolve the situation without legal action.
• The plaintiff must also be able to prove that their suit is within the statute of limitations for the particular jurisdiction in which the suit is filed.

Templates available (free to use)

Simple Sme Staff Handbook

‍