When it comes to your employee handbook, we can compare it to a roadmap. If you want to know where you are going, especially in unchartered territory, it is good to have a road map.

You can see what path you should take, what you can expect along the way, and how to know if you’re off-course. Likewise, an employee handbook helps your staff have a better employee experience. It gives them an idea of what to expect and how they can stay safe and productive along the way.

Without it, your employees may feel lost or, even worse, get into trouble.

In this article, we will talk about why you need an employee handbook, what should go into it, and tips on what you should think about when preparing one for your company.

Of course, this list is not exhaustive and does not take into account every situation. It’s always best to speak to an HR professional such as myself to make sure that your specific needs are considered.

Why have an employee handbook?

An employee handbook is valuable for any business, but especially for small businesses. It can help you communicate your company culture and values to your employees, and set expectations for their behaviour.

For new employees, it’s a great way to get to know the company’s history, culture and values. As well, it provides information on any benefits and perks, along with company policies and procedures. Employees know what management expects from them and what they should expect from management.

Of course, there are also legislative requirements in Ontario to consider. The Employment Standards Act and other laws outline require that certain policies be in place (and we will consider some of those in this article).

What should your handbook include?

Again, what is in your handbook will depend on your company’s size, industry and corporate values. However, let’s review some general guidelines and legislative requirements.

Health & Safety Requirements

In Ontario, there are a few key things that every employer must do to ensure the health and safety of their employees. This includes:

• Providing health and safety information in the employee handbook, such as WHMIS information, and accident reporting procedures.
• Appointing a Health & Safety Representative or Joint Health & Safety Committee information (as applicable)
• Creating and maintaining a safe work environment
• Investigating any workplace injuries or incidents

You also want to set expectations about how safety practices will be followed and what the ramifications are if they are ignored.

What should you consider when preparing your employee handbook?

When it comes to preparing employee handbooks, there are a few common mistakes that I see employers make.

Relying on online templates

Yes, you can find templates online, but simply downloading one and changing the name is probably not going to serve your company well. Every business is different, and your employee handbook should be tailored to the specific needs of your company.

Additionally, it is impossible to know how up-to-date a template is and whether it has been vetted by an HR professional or employment lawyer. In 2021 alone, there were eight amendments to the Employment Standards Act, so you need to be confident that your handbook has the most recent information.

Finally, you would be hard-pressed to find an employee handbook that reflects your corporate values. This is something that should be unique to your company and not found in a generic document.

Too much focus on unlikely scenarios

Thinking ahead, being prepared and anticipating challenges are what helped your business grow. However, those qualities can sometimes weigh down your employee handbook.

Sometimes, we get lost trying to include every hypothetical situation. It can make our employee handbook complicated and hard to understand.

Here’s an example: let’s say that you include a policy and procedure as it relates to sick days. However, you make a point of including strong and lengthy language about what will happen if an employee takes too many sick days, uses them for personal reasons, or otherwise misuses them.

Meanwhile, you have never had a situation where an employee has abused their sick days. You have spent a lot of time and effort addressing a situation that does not reflect your actual work environment.

An impractical employee handbook does not get used and becomes a paperweight, which is definitely not our goal.

Waiting too long to prepare an employee handbook

An employee handbook is not something that you can prepare overnight. It takes time to thoughtfully consider your company’s policies and procedures and ensure that they comply with employment standards legislation.

If you wait too long, bad habits may have crept into your workplace, and you’ll be writing policies to correct your course. However, starting sooner will allow you to proactively shape your company culture. It allows you to build your growing company on a strong foundation, and that will benefit you for years to come.

Not updating your handbook regularly

Your employee handbook is a living document that should be reviewed and updated on a regular basis. As your company grows and changes, so too will your policies and procedures. By regularly reviewing and updating your employee handbook, you can ensure that it always reflects the most current version of your company.

Your Employee Handbook – Don’t do it alone!

The most common mistake business owners make when it comes to their handbook is trying to do it alone! I get it – you’re busy, and you want to save money. But trust me when I say that this is one area where you do not want to cut corners.

This is one of those instances where you may not know what you don’t know. Working with an HR consultant like myself means that you will have access to current and relevant information, as well as someone who can answer any questions that you may have.

At HR Nook, we want human resources to be straightforward and simple. Book a call with us today to find out how we can help you create an employee handbook that will work for your business.