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.

What to include in your hiring proceedures?

Most of you never went to college to take classes on hiring, so unless you have earned a degree in Human Resources, everyone needs help in this area. Most of what I know I learned by having to learn it myself while running a business, managing other's businesses and working with very good HR people over the years. Here is the short version of what you need to know.


1. Your hiring procedures need to be written down somewhere, preferably in a handbook, which we will discuss in detail in the next blog.
2. Your procedures MUST be the same for EVERY applicant, so not to come under scrutiny by the Federal Fair Practices Act.
3. That this written procedure includes the end game as well as the beginning and that you have listed reasons and procedures for employee termination (firing) as well as hiring.

This way, no unhired prospect, current or former employee can win in a law suit against you. This is not to say they can not file one, anyone can do that, but you just want to be sure they will not win and walk off with a big payday for it.

The things to state and have in your hiring procedure:

That your company’s application must be filled out in full and any omissions or discrepancies, found at any time, can be grounds for immediate dismissal.

That any attached resume becomes a part of the application and fails under the same above rules.

That even if a job offer is extended, excepted and work performed, passing of a MVR check (if they will be driving your vehicle), a background and/or drug screening must be completed and passed before the job becomes official, and not passing any part will be grounds for dismissal and only hours worked to be paid at minimum wage. (Or amount agreed upon, your call)

If a job is offered then copies of a drivers license, if they will be operating a vehicle, and any other form of ID needed to comply with the filling out of the Federal and State Tax forms will be made at that time, not when they turn in the application. Asking for copies before a job is offered and accepted is against the law in some areas and puts your business at risk for theft of applicant’s identity.


You can place an evaluation/probation period, say from 30-90 days to be sure they can perform the work, before you extend certain privileges, or final salary rate etc.. and state that a non passing performance is a valid reason for termination.

Have a preprinted form that will list all the information for the official job offer including: new hires name, address, job title, job description, hours work maybe performed, rate of pay for work including rate of overtime, length of probation period, changes that will occur at end of probation, sick time you are giving per year, time off or vacation time per year (and list of any other benefits such as use of a company truck). This should be signed by you and the new hire with a copy to both parties.

That the new hire has received and read the company handbook, initialed each page in front of a witness, have signed and dated the book to keep and returned the acceptance page also signed and dated along with the witnesses date and signature.

This may sound like over kill but believe me, the very first time you need something like this and you do not have it, may be the last time for your business.

The rest of the particulars can be spelled out in the handbook that we will review later. Tomorrow what needs to be on your company’s application?