I’m currently writing my first draft of an employee handbook/manual.
Any advice or documents that you would like to share?
Jon Blakemore
I’m currently writing my first draft of an employee handbook/manual.
Any advice or documents that you would like to share?
Jon Blakemore
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Replies
I'll be interested to read some too Jon.
Years ago I put together a simple one and it made a very big impression on new hires.
blue
Just because you can, doesn't mean you should!
Warning! Be cautious when taking any framing advice from me. There are some in here who think I'm a hackmeister...they might be right! Of course, they might be wrong too!
moonlighting, drug, vehicle, tools care, sick without excuse etc.
Here’s a list of performance guidelines I put together about 20 years ago, for a company I managed that specialized in insurance repair work. It was not intended as a list of mandatory requirements so much as a guideline to clarify what I looked for in determining raises, bonuses, and who stayed when there were cut-backs.
Attendance and Punctuality: on time for work, not habitually late. Phones in when more than 10 minutes late. Seldom misses without prior approval
Tools: has tools needed for work being done, not always borrowing. Takes care of tools, adds new ones as needed
Knowledge: broad base of construction knowledge. Might even take classes, read books or trade journals to increase knowledge. Asks questions of others, doesn’t exaggerate own knowledge.
Experience: broad range of construction experience. Doesn’t exaggerate own experience.
Attitude: willing to work hard, not complain. Not lazy. Not taking cigarette or bathroom breaks every half-hour. Takes care of company tools and property.
Aptitude for Learning: listens, asks questions, is careful to follow instructions. Not a “know-it-allâ€
Speed: works rapidly, is time-conscious, looks for ways to save time and improve efficiency, without sacrificing quality or safety
Quality-Conscious: no sloppy work, shoddy craftsmanship. Consistently turns out work of high quality.
Safety: doesn’t endanger self or others. No horseplay. Keeps work area neat and clean. Uses proper eye and ear protection, wears dust mask when appropriate. Doesn’t use defective tools, dull blades, etc. Practices defensive driving, uses seat-belt, reports any deficiencies in company vehicle. Always tries to be safety-conscious.
Thrift: avoids wasting materials or supplies. Looks for ways to economize without sacrificing quality.
Thoroughness: finishes assigned work completely, double-checks it. Fills out work sheets completely, turns them in every day. Doesn’t leave the shop in the morning, or the jobsite in the afternoon, without checking to see that all tools and supplies are loaded up. Uses a list when picking up materials.
Foresight: thinks ahead, tries to foresee problems before they arise. Concerned about getting everything ready for the following trade. Looks at the overall picture, not just the specific task assigned.
Teaching Ability: Patient and considerate when teaching, not looking down on others. Willing to share knowledge for the benefit of the company. Successfully teaches others.
Supervisory Skills: willing and able to take responsibility, give direction and oversight, when called upon to do so. Doesn’t downgrade others, or abuse authority in other ways. Gives commendation when due. Gives praise in public, corrective counsel in private. Able to organize job for maximum efficiency.
Honesty: doesn’t exaggerate own knowledge or experience, take credit for others’ work or shift blame for own mistakes. Doesn’t salvage or loaf on company time. Doesn’t steal from the company, from customers, or from other employees.
Resourcefulness: comes up with creative solutions to save time or money, increase efficiency, solve problems, etc.
Cooperation: does assigned job willingly and without complaint. Reasonable, willing to be part of a team. Gets along well with others.
Communication: listens, pays attention, asks appropriate questions. Expresses self without profanity or shouting. Has a good grasp of construction terminology. Keeps supervisor informed of pertinent developments on the job.
Dress and Grooming: shows proper attention to personal hygiene, avoids slovenly or offensive appearance.
Customer Relations: shows respect for customer’s concerns, privacy, and property (i.e. not smoking in their homes, tracking mud across their carpet, etc.)
Edited 4/19/2005 2:24 am ET by Huck
Many good points made Jon, allow me to make another suggestion. Have it reviewed by a lawyer familiar with labor law in your state. We had one that was quite extensive but we overlooked a ramification of one of our policies and it came back to bite us in the #### later.
PaulB
One thing that I put in mine was that an employees final paycheck will be withheld for two weeks is they quit without a two week notice. It just makes them think twice.
Illegal...at least in CT (and I think it's a Federal law). Last wages must be paid within ten days of the last day worked, and nothing can be held back IIRC. This is the kind of reason I strongly recommend an attorney review it ;)
As pointed out, you really should have a lawyer review it.
There can be technical points under your state's laws which can give you trouble, and there are general principles of drafting legal documents which can trip you up.
One example (and I don't remember the Latin phrase) is that "expressing one thing excludes the others"
So, if you say: "no employee shall use marijuana or heroin on the jobsite," (assuming drugs weren't illegal) that clause could be construed by a court as say "... so cocaine or any other drugs are OK!"
Another rule is that any ambiguities will be construed against the drafter - that is: you.
One of the reasons legal writing is so "atrocious" is that it strains to be all encompassing and non-ambiguous.
In most things you write, your reader is rooting for you; in legal writing, your reader is looking to tear you/it apart.
And this subject has come up before, try a forum search for more info.
View Image
Sojourners: Christians for Justice and Peace
Start with a generic handbook program such as Policies Now. Draft what you initially want with the software (after downloading all available updates).
Then... it is absolutely imperative to have it reviewed by a labor attorney. Then... have it reviewed by another labor attorney (two opinions). The money you spend is an investment. It is FARRRRRRRR less than the ramifications of not having it reviewed properly... or not having one in the first place.
Have it reviewed every year for changes.
Have employees sign an "employment at will" agreement and for the handbook (incorporated in the same document). Have any subsequent changes signed for.
Do not put specific safety regs in the handbook... create a separate safety manual (safety regs are subject to more regular changes than employment policies). Only have a generic "employees will follow safety regs". BTW... create a safety manual while you are at it.
Don't do a progressive discipline policy (outdated, ineffective, and can definitely paint you into a corner). Don't do a variation on a progressive discipline policy, such as a "points system" or similar. I believe the operative phrase is "violation may result in disciplinary action up to, and including, termination".
Including duplicates of the required posters in a handbook doesn't substitute for appropriate posting.. but doesn't hurt.
Include with the safety manual a "quick reference card" that outlines procedures for reporting injuries.
One thing I didn;t see from the others that has caused me trouble...conflict of interest/non-competition......make sure you state they are not to get side jobs from your customers or take customers from you, and no advertising themselves without prior permission from yourself.
These days, I think a company needs a cell-phone use policy. Also maybe something about work-site visits by family, friends. (girlfriends)
Greg