Good Handbook and Job Descriptions

This year more than most, the economy has played a significant role in how businesses are operating.  Cutting costs and doing more with less are standard conversations being held at company meetings across the country.  Financial downturns like these can affect both the employer and employee alike.  Integral to the efforts of improving company performance and engaging all employees is finding ways to improve communications and keep employees committed to their jobs.  Employees who feel engaged want to be a part of the solution, presenting their business with a motivated workforce and a competitive advantage.

Two of the most important human resources tools for encouraging better organizational communication while adding bottom-line value to the business are the company handbook and employee job descriptions.  Maintaining current and well-developed versions of these documents is critical to providing straightforward answers to an employee’s most important informational needs and setting a course of clear purpose and expectations. 

The employee handbook is the primary method of communicating policies, procedures and work rules to employees while also outlining the employer’s responsibilities to its workforce.  The handbook is a guide for both the manager and the employee to understanding the company’s philosophy and objectives and, since expectations are clearly outlined and spelled out, increases the chances that they will be consistently applied. Sound and properly conceived employment policies provide a framework for an employee to establish practices that will support the organization’s objectives and, in turn, provide opportunities for success within the company.

Key categories often covered in the employee handbook include general employment information, pay and benefits, conduct and discipline, employment termination and details relating to other company-wide policies. The goal is to provide a resource that employees can reference should they have a question related to their employment, such as when overtime is paid, how and when performance reviews are conducted, if personal use of company assets (phones, internet, etc.) is allowed, how many days of bereavement pay are available and in what instances, or when drug testing may be performed.  In addition, a well-written employee handbook provides owners and management a clear-cut set of instructions for handling employee issues and/or questions as they arise and assures that all employees are treated fairly and policies are consistently applied.

Current employee job descriptions are equally as important to the overall success of a company and its people because they provide an outline of each employee’s role and duties within the organization.  They act as the primary measurement of employee job performance and are a critical tool for setting employee goals for growth and development.  Employees with well written job descriptions in their possession understand how they fit into the organization as a whole and develop a clear understanding of what the company expects of them in their positions.  Job descriptions are a benefit to company management as well.  They help define the jobs for staff planning, performance measurements, compensation, disability accommodation purposes and, in general, help to improve the organization.

Accurate employee job descriptions are also critical when the time comes to replace an employee that has moved on.  They provide a summary, to both the employer and the applicants, of the position being filled and indicate the experience and skill sets required to perform successfully.  By hiring the applicant that best suits the position, businesses are most likely to gain an employee that understands her role and is qualified and able to perform her duties.

Development of a quality handbook and job descriptions can be an investment of both time and money for an organization but the benefits of operating under a set of clear policies, expectations and protocols are invaluable for employers and employees alike.