Posted: 02/09/2007--25/11/2008 || Rate this Article: 3 || Views|| Sign In || Register ||Hello Guest
If it's not in writing, it doesn't exist. That seems to be the legal approach to organizational rules and guidelines. While it is possible to have a verbal agreement that stands up in court, it is more effective to provide new employees with a company guide so they will know what is expected.
Writing a company guide is not difficult if you plan it first. Here are some tips to help you prepare to publish a new employee guide that may answer questions before they are asked and prevent potential problems.
1. Develop an outline of sections that will be needed. It may be helpful to talk with current employees to find out about their questions and uncertainties when they were first hired. Check with supervisors to ask about areas where they observed new hires struggling or getting confused, and possibly making mistakes. You may want to check with other companies to inquire about the type of information they provide to new employees.
2. Start with a company history. The more a staff member knows about how the company started and what its current goals are, the more likely he or she is to become invested.
3. Add a list of employees with titles and contact information. New hires will know who to contact for needed information or if they have questions.
4. Describe company functions. This area may include details about each position, office, or department within the organization. The daily hours of operation, lunch and break times, and attendance procedures should be included.
5. Provide benefits information. Even if a new hire has received a benefits packet or a briefing during orientation, similar information in the company guide may be useful in the future. Vacation, college tuition, sick days, holidays, health and life insurance, and disability are some of the benefits that should be outlined to new hires.
4. Explain the performance review process. Each employee will need to know how his or her job performance will be evaluated, when, and by whom. They also need to know how they will be assessed, so include an explanation of the evaluation system, such as points, comments, etc.
5. Add a section about disciplinary procedures. Hopefully your staff won't need this information, but they should understand what can happen when rules are broken or they behave inappropriately. Clearly spell out acceptable and unacceptable behavior, including telephone and Internet use on company property, smoking restrictions (if any), and conflicts with other employees. Include steps of the appeals process.
6. Discuss recognition and awards. Let new hires know what they can do to advance at the company and how quality performance is rewarded. This is the section where promotion or advancement options can be emphasized.
7. Outline safety procedures and equipment, health expectations or limits, and first aid supplies. Other support services can be part of this section.
8. Add a question-and-answer section that includes typical questions asked by new hires. Continue updating this section periodically.
9. If your operation is large or involves travel, a map might be helpful. Include travel issues like mileage, lodging and food reimbursement, and appropriate documentation.
10. Equipment and technology. A brief description of mechanical services the employee should become familiar with is important. Graphics of machinery or processes can be valuable, too. List the steps or stages of a complex process to help a new person understand it.
These are just some of the things that you will probably want to include in a new employee's company guide. Add other items that may pertain uniquely to your organization. Publish and distribute a handy guide to help new staff acclimate quickly.
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