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Human Resource policies and procedures are important, for anyone who is involved with these issues, to understand. In fact, it is absolutely vital that all participants in performing day-to-day Human Resource functions be familiar with the proper forms, legalities, and processes that must be seen to on a regular basis. Whether you are a seasoned Human Resource professional, a manager, or an owner of a small business, understanding the intricacies involved in organizing the Human Resource functions is absolutely essential to running an efficient and legally compliant company. The best place to begin such a discussion is with the topic of employee handbooks.
Employee Handbooks
It is essential for all companies, regardless of their size or industry, to establish firmly grounded policies regarding the general operating functions of their company. Employee Handbooks are an essential tool to help guide employees through their company’s myriad rules and regulations.
Employee Handbooks should begin with a table of contents that allows employees to quickly find the specific information that they are looking for. In designing these handbooks, you want to strive for including thorough and complete information that is easily understood. Employee Handbooks should then provide an overview of a company’s history, and elaborate by explaining what the company owner(s) would like to achieve through their daily operations. This is frequently produced in the form of a mission statement.
Employee Handbooks should include a company mission statement, as well as an organizational chart, that specifically details the chain of command throughout the company. Thoroughly explaining the chain of command helps employees to understand exactly who is in charge of each department, and where they can seek assistance if it becomes needed. In addition, creating a company mission statement tends to give employees a stronger sense of responsibility in regards to not only their work, but to the company that they work for, as well.
Employee Handbooks should go into great depth regarding a company’s standards and expectations in regards to employee behavior, as well as a company’s expectations regarding employment policies. By doing this, companies can avoid potential employer/employee conflicts in the future.
Clearly stating a company’s stance on compliance should also be covered within this section. All managers and Human Resource professionals should make it a primary goal to meticulously track all employee data to ensure that they are in compliance with all governmental regulations. By letting your employees know that your company cares, and takes extra strides to follow governmental guidelines, instills more confidence within them.
For example, letting your employees know that you are in clear compliance with the Equal Opportunity Employment Act and anti-discrimination laws may foster a greater sense of confidence in your employees; letting them know that they are working for a responsible, law-abiding employer.
There are many other positive reasons to provide all company personnel with Employee Handbooks, including the following:
_ They save management time and energy that might otherwise be spent on clarifying expectations
_ They provide a framework for consistency and fairness
_ They encourage compliance with the law throughout an entire organization
_ They are a tool for accountability and communication
_ A well-crafted Employee Handbook creates a positive image of an organization, and can also serve as a recruitment tool
_ They promote an organization’s overall philosophy
Office Policies
Most Employee Handbooks include office policies regarding employment policies, employment status and records, employee benefits, payroll, workplace guidelines, and e-policies. Office Policies should cover information regarding paid and unpaid time off, as well as how vacation, sick, and personal time are earned. It is most helpful to clearly spell out the precise guidelines by which employees may accrue and use all time off from work. In addition to thoroughly covering attendance policies, employers should also cover their company policies regarding breaks, codes of conduct, safety, and privacy issues.
Safety and privacy issues have become a particularly important concern for many employers. This is believed to be primarily because of the prevalence of technology, such as cell phones, the Internet, iPods, and the like. Many employers have concerns about their employees potentially abusing the use of such personal equipment while on the job.
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