What goes in a handbook?

Well practically everything can including the kitchen sink!

Or at least everything and anything you want your employees to know, understand, like the rules to follow, with lists of what will happen if the rules are not followed.

This goes well beyond just the hiring information or application we have discussed so far, as you will see. Some companies included their application inside the first pages of their handbook, which is removable, giving the new applicant the opportunity to see and read the handbook before they even fill out or turn in their application. This allows the applicant to see if they could or would like to be a part of the company and follow the rules that are in place. I myself have gone through applications and interviews, to be offered a job that once I saw their rules, I said no. Or ones that I was allowed to see their handbook with the application and did not even bother filling it out. This saves both you and the applicant valuable time and possibly money. Of course it is to say you should never just hand out your application or handbook to just anyone that comes by looking for a job. I would never suggest at any time that you allow your handbook or even an application out of your office if they have not already been hired. If you have a large business or one that hires crews seasonally you might also want to have a hiring seminar that you have advertised and booked applicants to attend that allows for you to discuss all aspects of the work you are offering even before a single application is filled out, just like I use to do once or twice a month for DirecTV technicians.

A handbook must cover every employee in your business by being specific to each job position and must also include all general information to cover everyone from the boss on down. I have listed here a few good sources you can check out to help you:
http://www.gaebler.com/How-to-Write-an-Employee-Handbook.htm
http://www.howtodothings.com/business/a4614-how-to-write-an-employee-handbook.html
http://www.life123.com/career-money/freelancing/freelance-writing/how-to-write-a-handbook.shtml
and from my personal freind Don Schwerzler founder of the Family Business Institute:
http://www.family-business-experts.com/employee-handbook.html


Here are things I think you should include:

The exact check list or order of the hiring practices including the location of the testing facilities if used.
The rules in regards to the application and that all information becomes part of their permanent record and must be truthful.
A list of the job descriptions of all employee positions, with their specific one highlighted or indicated so they know the exact tasks their job will entail.
Include here the start and end time for work for the different positions, days of the week, reasons where overtime may me needed and how it will be paid.
When job performance reviews will be made, they should be at least once a year for everyone; either at the same time each year, or when each employees hire anniversary comes up.
A list of all the reasons someone may be terminated from their position.
How job performance infractions will be given; verbal then written warning before termination except for theft, drug use, sexual harassment, battery of any kind, (list what ever you feel is necessary) which are grounds for immediate dismissal.
You can state what ever you rules you want to make; for payment of last wages, deductions if any and why, if theft or damage was involved etc.
In other words you can list in your hand book any rule you wish, so long as it is not illegal, and if it applies to all if it is a general rule or for everyone that holds that same position if the rule is task specific. For instance you can not list as a reason for termination not wearing safety gear for the bookkeeper, or failure to deposit funds for the window washer. But you could list removing company property, not authorized, from the premises for anyone.

You can include rules such as if out side food can be brought to work, where and how it is to be labeled and stored. If some things like water in coolers on trucks will be supplied by the company but the cups to drink from will not. When and where breaks from work are allowed and for what. How many days notice must be given for doctors appointments and if they will count against sick time or will be unpaid time off, etc. In fact any situation you can think of should be addressed in your handbook and if not list the steps that should be followed if no rule is listed, such as speak to a supervisor, owner or manager. You can also make changes to the rules at any time so long as everyone is told of the change, gets a copy and signs off that they have been notified of the change.

The most important thing is documenting that the new hire has been made aware of the rules and understands them. This is done by having the new hire put their initials in blue ink on every page of the handbook with a company witness watching and that a final page states that, fill in the name, has read and understands all the rules and that any questions where answered to their satisfaction which is signed by both the new hire and the company witness and that final page is removable and placed in their file with the handbook itself then given to them for their records and future reference.

Handbooks can be as simple or detailed as you wish them to be. I have seen some that were only two pages to ones that where so thick they where bound! Just make yours what you feel is best for you and your business. Tomorrow will be the last installment the background check.