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THE EMPLOYEE HANDBOOK: A NECESSARY TOOL FOR ANY BUSINESS.
An employee handbook is a document that is designed to improve an organisation’s productivity by serving as a communication tool between employer and employees, setting forth expectations, and describing what employees can expect from the organisation.
What is an employee handbook?
An employee handbook is a document prepared by key members of the company which provides information about an organisation’s vision, mission, culture, practices, and procedures. The handbook is usually introduced at the beginning of employment when onboarding new employees to the company and should be compliant with the country’s employment act.
Why an employee handbook?
People have asked why an employee handbook is necessary. Here is why.
It clearly communicates an organisation’s vision, mission, and culture.
An employee handbook is used to communicate an organisation’s, guidelines and policies and standard operating procedures. The handbook is also used to communicate the organisation’s mission, vision and values, helping to establish an organisational culture and employment brand. The most important aspect of the handbook is to define the ultimate mission of your company, the vision and the culture of the firm. The information in the handbook helps an employee decide whether they will be a perfect fit and whether the organisation in question is an employer of their choice.
An employee handbook communicates what is expected of the employees
An employee handbook is designed to communicate what is expected of employees. The handbook outlines employee responsibilities, duties and key expectations. A well-written handbook will clearly outline the responsibilities of each and every employee in the organisation as well as act as a guide on the company’s policies and procedures. The handbook clearly states the procedures employees should follow in certain circumstances e.g. requesting holidays, sick days off, leave days allowed, disciplinary issues etc. It elaborates on the right chain of command so as to avoid miscommunication in the company.
The Handbook outline the terms and conditions of employment contracts, policies and procedures such as; discipline, grievances, internet usage, managing performance, sickness and absence, and an employment contract, setting out the duties and responsibilities of your employees and what is expected of them.
Ensures the key policies are clearly communicated.
Some policies are very core to the organisation. Such policies to an extent embody the organisation and all of their employees are expected to adhere to these policies. Some of these policies include employment terms, favoured conduct, compensation, confidentiality leave days etc. When these policies and procedures are outlined in the handbook, they reduce confusion and inconsistencies and may also help managers make decisions on appropriate actions to take for certain occurrences. An example has to do with disciplinary issues, what constitutes gross misconduct and what punishment goes with it.
- Outlines the benefits you offer.
It is good for employees to know the benefits that they are entitled to, such as house allowances, benefit schemes and medical covers. Having a robust benefit scheme can help you to retain your best talents in the organisation. The handbook clearly defines benefits and who is entitled, to entitlements such as travel allowances, travel insurance, group life insurance etc. are all clearly defined in the handbook and how they can be accessed.
- Helps protect employer and employee rights
A thorough and clear handbook will help to show that the company takes ‘good care’ of its employees and further. It clearly defines the right of the employee and how these rights are protected. The handbook defines what constitutes harassment, i.e. sexual, and the fact that the organisation is an equal opportunity employer, hence has no room for discrimination. Employees are expected to sign confirming that they have read the handbook and agreed to comply with the employer’s terms, conditions and practices hence defence against any violation of the employee’s rights. A handbook that is not properly written can make an employer vulnerable to legal action. A good handbook is properly structured after the labour act and helps protect the employer from legal actions.
- Let employees know whom to turn to for help.
An employee handbook clearly outlines the person they should contact in case of situations like sexual harassment, discrimination or other work-related issues. They need to know that the organisation cares about their welfare and that there is a person willing to help. This will create trust and good relationships.
Having discussed why an employee handbook is crucial, you should also update it regularly to include the most recent developments. Know that an employee handbook is a working document, and so must be updated to reflect the happenings within the organisation.
Handbooks exist so employers can effectively manage their workplace. Ghana HR Solutions Employee Handbook Design involves 7 strategic stages each designed to capture company values and direction. Needs Analysis, Research, Drafting, Review, Final Draft, Training and Editing.
By Michael Kuma Avuglah
At Ghana HR we support your organisation with strategic HR services. Our services range from Recruitment, Training and Development, Payroll Services, Employer of Record, and Salary Benchmarking among others. Outsource your HR to us and focus on your core functions. Talk to us about our newest service EA-for Hire and utilise the services of an Administrative Assistant. We have a large database of qualified administrative staff ready to support you with your admin work. Reach us directly at info@ghanahrsolutions.com at 0302797657