How to write a clear and effective employee handbook – 5 top tips

1. Use clear and simple language

Many businesses make the mistake of using overly complicated, legalistic or jargon-filled language in their employee handbooks, which can be off-putting and difficult to understand. Your goal is to communicate important information in a way that everyone can grasp, regardless of their role or background.

How to do it:

• Write in plain English, avoiding legal jargon and complex terms. Remember, not all employees have a legal or HR background.

• Use short sentences and bullet points to break up long blocks of text.

• Make your content accessible and engaging, as if you were explaining it to a new team member face-to-face.

• Include examples where appropriate to clarify policies or expectations.

• Example: Instead of saying, "Employees must adhere to statutory health and safety obligations," try "You must follow all health and safety rules to keep yourself and others safe at work."

2. Be comprehensive but concise

It’s important to cover all necessary policies and procedures in your employee handbook without overwhelming your employees with unnecessary information. Your employee handbook should be a go-to resource that employees can quickly refer to when they have questions, not a lengthy manual they’re reluctant to open.

How to do it:

• Focus on essential topics, such as a code of conduct, company policies, holiday entitlement, sick leave and other long-term leave.

• Regularly review and update the handbook to ensure it remains relevant and up-to-date, but avoid including minor details that may change frequently.

• Example: Instead of including a detailed explanation of every aspect of the health and safety policy in your employee handbook, consider linking to a separate health and safety policy.

3. Make it reflect your company culture

Your employee handbook is more than just a rulebook; it’s an opportunity to introduce new employees to your company’s culture, values and mission. This helps build a sense of belonging and reinforces the behaviours you expect.

How to do it:

• Start with a welcome message from your founder or CEO that explains your company's story, vision and core values.

• Use a friendly, conversational tone that reflects your company’s personality. For example, if your business has a relaxed, creative environment, let that shine through in your handbook.

• Include examples of how your values are demonstrated in the workplace.

• Example: Instead of a dry statement like, "We value teamwork," you could say, "At XYZ Ltd, we believe that great things happen when we work together. We encourage collaboration, open communication and always being willing to lend a hand."

4. Ensure it’s legally compliant and up-to-date

Your employee handbook needs to comply with UK employment laws to protect your business and employees. It can be a great tool in helpful you ensure that employment laws are complied with. Non-compliance could lead to legal challenges, disputes or fines, so it’s crucial to get it right.

How to do it:

• Include all legally required information, such as employee rights, anti-discrimination policies, health and safety requirements, and data protection policies.

• Keep up with changes in UK employment law and update your handbook accordingly.

• Example: Make sure you clearly outline your employees' rights to maternity, paternity, and shared parental leave, along with details on how to apply and the notice periods required.

5. Make it accessible and user-friendly

An employee handbook is only effective if employees can access and use it. A well-organised, easily navigable document will ensure your team can quickly find answers to their questions, reducing the need for constant clarification from HR.

How to do it:

• Make your handbook available in both digital and print formats, so employees can access it in the way that suits them best.

• Use a clear structure with headings and subheadings.

• Provide regular training sessions or onboarding workshops to walk employees through the key elements of the handbook.

• Example: Don’t have an employee handbook that no one knows exists or reads - bring it to employees' attention and train them on it.

Final thoughts

Creating a clear and effective employee handbook doesn’t have to be a daunting task. With Docue, you can create a top-quality employee handbook in just minutes. The employee handbook template includes model clauses designed by our lawyers to help you draft the handbook yourself and tailor it to your needs. Guidance notes that have been drafted by our lawyers are included throughout to help you through the document creation process.

Remember, your employee handbook is a living document. Regularly review and update it as your company grows, and employment laws evolve, to keep it relevant and valuable to your team. A well-crafted employee handbook is a powerful tool that can help your SME run smoothly, minimise disputes and create a positive work environment for all. Find out more by reading these FAQs.

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