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Lynda J. Murdock Creating a Solid Employee Manual
If your organization were at risk of losing its most valuable asset, how fast would you remedy the situation?

Unknowingly, you may be in this situation today. If you are operating without a comprehensive employee manual, you may just be flying by the seat of your pants.

Progressive organizations agree that people are their most important asset. It’s surprising, then, to find that many employers do not have a formal procedure in place to document their expectations and prevent misunderstandings about employer policies. Belonging to one of the most heavily regulated industries, aviation related companies are certainly no stranger to policies and procedures.

Ironically, though, some companies find the task of formalizing their own values and practices to be daunting. Others are simply unaware of the importance of establishing a written set of guidelines. Regardless of the reason, the fact remains that many companies lack an employee manual.

Yet, at very little cost to the employer, the benefits of having a properly worded employee manual are numerous – and the risks of overlooking one can be quite detrimental. Not only does an employee handbook foster a positive work environment by providing a clear set of expectations, it can also keep an employer out of court or at least provide a better chance of prevailing in the event of a lawsuit. On the flip side, poorly drafted policies (or a lack of written policies) could land employers in court with no leg to stand on.

And if cost issues alone are not enough to convince you, consider this. An employee manual is a valuable yardstick for fairness and consistency, ensuring that everyone is on board with company policy.

GETTING STARTED: WRITING AN EFFECTIVE MANUAL

One of the most important reasons to have an employee handbook is to ensure that employees are clear on your expectations. Your manual should include the following:

Pay procedures and benefits;

Work hours: Define the work-week. Explain policies on attendance, meal and rest breaks, overtime, sick leave, holidays, and all other forms of leave.

Personal Conduct: Provide detail on desired behaviour (such as dress and timelines) as well as your policies on sexual harassment, racial and sexual discrimination, use of alcohol, drugs and tobacco, and expectations surrounding proper use of workplace technology (telephones, computers, e-mail, and internet access).

Conditions of employment and performance appraisals;

Complaint and grievance procedures;

Disciplinary procedures and termination;

Standards of conduct: include policies on technical competence (i.e., licensing), conflicts of interest (i.e., working for others), confidentiality, privacy, and signing authorities.

SOME EXTRA FOOD FOR THOUGHT:

Get employees on board. Meet with staff members to get their input on what the employee manual should say; this will help employees support the document. Also, make the contents of the employee manual binding by incorporating it into a contract of employment.

Build flexibility into the wording by using terms such as “generally,” “typically,” “usually,” and “may” and steer clear of any promises that could be interpreted as absolutes. This ensures that managers have flexibility in interpreting and applying the policies. Have the policies reviewed by legal counsel to ensure that they comply with employment laws.

Once you have an employee manual in place, use it! Don’t let the handbook sit on the shelf. Plan to update it regularly, change your written policies as needed, reserve the right to add or terminate policies at any time, and ensure that the most recent version is being circulated.

Don’t let your operation be grounded due to an oversight. Your employee manual may just be your first and last line of defence.