Handbook, how much is too much?

HR in Okla · December 2002

We have a handbook that is too long for most employees to read and too expensive to print these days. It covers all the bases, 100 pages worth, and my lawyer loves it. Right now all the supervisors and depts. have copies in a loose leaf format and I have done revisions when needed. A year or so ago, we printed a small font "handbook" size version, distributed them to every employee and had them sign for them. We ran out and have "made do" with having new people sign a similar acknowledgment form. It says they know they are "at-will employees, etc." responsible for abiding by our policies and that they know they can check out the handbook from HR. Not many actually do check it out. Even the supervisors call me with questions instead of reading the info. they already have.

Before I reprint all this stuff, what can I do to get the important stuff into everyone's hands without so much expense and information overload? My challenge this year is to develop a user-friendly handbook! Any ideas?

Before you suggest putting it on-line, most of our staff isn't computer literate and don't have one available on the job.

Janie Garbin · December 2002

Even though most of your staff are not computer literate - and don't have their own computers at work - you should still put the manual on line. Print them off as people request a hard copy. Have a computer available in work areas will admin documents available for those who are computer literate -- e.g.
office manual, benefit information, admin forms, etc.

Your supervisors can pull up the on line version and search for the topic they are looking for - rather than calling you. It will take some time to train people to go to the document rather than contacting you -- but it will happen if you reinforce every question with the answer and the reminder that they can find the document on-line.

Don D · December 2002

Here's what we do: Each departmental manager in the company is issued a large three ring binder which includes all the HR related policies and procedures. These are signed for and a master book is kept in HR containing the signature sheet and whereabouts of each manual. We inventory these periodically and HR personally walks-around and inserts all the revisions, removing obsolete or revised material (we don't entrust this to anyone else). The entire workforce is advised regularly that the departmental manager has the copy for that department. It would be impossible for us to constantly issue, reissue and update hundreds of copies of this manual and it is available to all upon request. We do not and will not run copies for people on request. No way to track them or ensure their updating. We also post required and 'some other' policies on boards. We also distribute at hire, with signature acknowledging receipt, copies of some of the policies.

HR in Okla · December 2002

Thanks, great wisdom from both replies. Don, how many employees does your company have? How many HR staff persons?

We have 270 with 2.6 HR people. My .6 Benefits person works 3 days a week and does the work of at least one full-timer. Wish I could clone her.

Don D · December 2002

We run between 250 and 350 depending on production demands. Two plants and 3 in HR but one is reception/switchboard and does very little actual HR work other than handling timecard and check distribution. Basically it's me and an HR Specialist keeping the place afloat, that is, if you ask one of us. Frankly and honestly, I would say ours calls for a 3.5 or 4 person department to operate at maximum torque.

HR in Okla · December 2002

I've always heard that a good ratio is 1 HR staff person for every 75-100 employees. How do you have time to write all your wise counsel on this forum??

The info. we share here is the real nitty-gritty stuff, not just someone's theory. It's worth the time I take to read it.

I definitely plan to adopt your method of handbook distribution, at least in the short term.

Thanks

Theresa Gegen TX · December 2002

Here is a simple thing to do: If you think the handbook is too long, determine what information you can do away with. Then let your lawyer know that you suggest simplifying and getting rid of that stuff (remember, the lawyer works for you - don't keep the stuff unless he can give you a good legal reason). 100 pages is a lot of extra stuff going to the employees.

Some employers have split handbooks into employment handbooks for everyone and managers handbooks (that just focus on issues that are only needed by managers).

Good Luck!

noodleman · December 2002

When I re-wrote our handbook three years ago, our attorney's advice was the more generic the better. After reading through it, he actually had us remove or edit down some policies because he said having cumbersome, specific policies makes it difficult to modify the policy to accomodate changes in the workplace. The handbook provides the framework for more clearly defining policies. For example, the computer and email policy says that all employees with access to computers and email must abide by the company's email and computer usage guidelines. Those guidelines are spelled out in an office code of conduct that everyone who has access to a computer signs as a part of their orientation. The code of conduct can be changed as often as necessary, but employees are aware that they have to abide by it because that aspect is covered in the handbook. Of course, when it does change, you have to make everyone aware of the change and make sure they sign a new code of conduct but this method prevents you from either being tied to an old policy in an outdated handbook, or printing an entire new handbook every time you have a major policy change. I update the handbook through memos that are posted and placed in the master copy in my office. The whole handbook and changes and additions are available to all supervisors, managers and department heads in the company intranet.

Margaret Morford · January 2003

Most companies have a general Employee Handbook and a much longer, more detailed Policy and Procedure Manual. You want your handbook to be informative, but just give the basics so that it doesn't have to be reprinted often. For example, don't decribe every benefit you have. Put in a benefits chart that lists each benefit you offer, which groups of employees are eligible to receive them (full-time, part-time and/or temporary) and when employees become eligible for each. Don't describe your tuition reimbursement plan, just tell employees you have it. The details of how employees can apply and get approved for tuition reimbursement should be in the Policy and Procedure Manual.

Each supervisor and manager should have a Policy and Procedure Manual. I'm with Don D. Number them and have each manager sign for theirs and return it as company property when they leave the company. We made the managers change their own pages out as policies changed.

You might think of printing your employee handbook on 8 1/2 by 11 paper, but folded in half and printed in landscape fashion. This way each page become four pages for the handbook and significantly reduces the cost of printing because the paper is the major expense.

Margaret Morford
theHRedge
615-371-8200
[email]mmorford@mleesmith.com[/email]
[url]http://www.thehredge.net[/url]

HR in Okla · January 2003

Thanks, Margaret. Actually when I printed the handbook last year, I did basically what you suggested. Used legal size paper folded in half. It was still bulky and expensive. I think I'll take your advice and do an abbreviated version to hand out, then keep the rest as a "Policy" manual.

I appreciate all the input from everyone.

Handbook, how much is too much?

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