A handbook should be available for every member of staff. It is often the only literature given to personnel. Whether in a book format or as a set of documents, this information can prove vital in protecting your business.

Here are answers to common questions when it comes to preparing staff handbooks.

Is it a legal requirement to issue a handbook?

All new employees should be given a ‘handbook’ which sets out the practices and procedures that your company follows. This is in addition to the employee’s contract of employment.


See also: Four ways to increase workplace satisfaction


What should the handbook include?

Just as every business is different, so too is the contents of the employee handbook. As a general rule, the contents would almost certainly include topics such as:

  • Disciplinary procedures
  • Sickness absence policies
  • Grievance and harassment
  • Equal opportunities
  • Capability procedures

Equally, as technologies and environmental changes evolve, so should the handbook. It may be necessary to cover the following issues too:

  • Alcohol and drugs policies – this may include documentation how and when random drugs tests may be carried out and the consequences of failing a test
  • Email, social media and internet usage – reiterate how your company equipment should be used and for what purpose. Don’t forget to include how you will monitor the usage and ultimately the consequences of misuse

You cannot simply issue a change to the contractual terms of a policy.


See also: Five top tips when it comes to managing people


A change which is seen to benefit the employee is likely to have little or no objections. One that could be construed as having a negative effect may have to go through a consultation period. Either way, when issuing an addendum or change to a policy, it is in your interest to stipulate an employee’s signature as receipt of recognition.

Are handbooks really beneficial?

Fundamentally, handbooks give each and every employee a set of written rules under which they are required to work to.

As long as the consequences are clearly detailed, each employee will know of the outcome should an incident occur.

Introducing a handbook

While there are many templates readily available online, it is crucial that you tailor your handbook to complement your business. Disciplinary procedures vary across industries, and to some extent you can set the rules, it is your business after all.

Ultimately you have the overall say in what you believe to be acceptable and unacceptable and should adapt it accordingly.


See also: The importance of retaining employees


Issuing a handbook to staff

Be transparent when introducing a staff handbook.

Existing employees may be hostile or even anxious when given their first handbook – no-one likes change. As long as the handbook isn’t changing any rules, then simple and open communication should be all that is required.

Be sure to re-iterate that you are issuing a handbook to give your employees protection. New staff should have no qualms about receiving one and if it isn’t something that they are used to having, upon receiving one will only re-iterate to them what a professional establishment they have moved to.

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