How Do You Keep Your Employee Handbook Updated Without Breaking the Bank?

Hi all, I am looking for the contents of an Employee handbook. Secondly, how do you cope with changes that happen in the organization? How do you constantly update the employee handbook? Every time you print will incur huge expenses! What do you guys do? Any ideas, please share them?

Thanks in advance,

Venkat

I request you to consider including links to the Employee Handbook on this page.

Organizational Changes

Regarding changes in the organization, it is a necessary process. You should plan for it and accept it when it comes.

Maintaining the Employee Handbook

The Employee Handbook needs to be maintained as a soft copy on the Intranet, with downloads restricted. Once an employee joins your organization, you must guide them through the handbook as part of the induction presentation. Please make it available to employees with online access for reading and reference.

Regards,
(Cite Contribution)

Thanks, but what happens when you give a physical copy to the older employees and the change happens, you might have to incur a cost even to replace it. Isn't it? Yes, I like the idea of an intranet, but that would help the new employees.

---

If you have your Employee Handbook on the intranet, there's no need for any hard copies to be given out. Changes, as and when they happen, can easily be incorporated in the soft copy by those authorized to do so.

Vasant Nair

Employee Handbook Formatting

An Employee Handbook is usually formatted with an index and various sections. This simplifies the changes and updates, as you would need to revise a particular section and issue a new sheet with a revision date and a fresh index sheet. The index sheet would reflect the relevant topics with a revision number and issue date. This makes it effective to tally and keep the manual up to date. This avoids having to reprint the entire handbook.

Most organizations have an employee handbook on policies and processes available on the intranet. This approach helps reduce paper usage and costs for the company. All you need to do is send out an email to everyone informing them about changes in the policy or process. For new joiners, you can briefly take them through the policies during the induction day and give them access to the intranet as soon as possible.

Regards,
Poornima

Hi all, I am working in a software company. In this company, when a new joiner joins, we provide an employee handbook, but it is simply a printout. So, if I create a book with color printouts for the same, would that be better than just a printout? Changes happen sometimes, not every time.

Regards,
Rachna

Hi Venkat, the suggestion about the Intranet is indeed good. Many companies nowadays follow it. If you want to issue a handbook to employees, you can do so with a brief about employee policies. There is no need to print the entire handbook. Also, if you wish to get rid of these, just add a clause in the policy (on the Intranet) mentioning:

Confidentiality: This is XYZ (Co. Name) document and is not meant to be shared externally. The information contained herein is the property of XYZ (Co. Name). Any duplication and reissue of this document would be understood as an infringement on XYZ (Co. Name).

The Policy Manual is available with the HR Department, which has the entire policies and their brief. If at any time you need to see the entire policies, you can contact HR.

Also, add this note at the end of the Policy: XYZ (Co. Name) has a practice of continuously reviewing the Company Policy to maintain a position as an enlightened employer. Employees will be subject to any changes or amendments to the current policy implemented in the future. (If needed, add) If any changes in the policies occur, they will be intimated to all.

Hope this helps.

Thanks,
Gladys

Hi all,

I'm new to this website and working as GM-IR-ADMN. I hope we can share our experiences to keep each other updated.

We have started an attendance system for our contract workmen. Can anyone advise if it is the right decision or may create any statutory issues?

1. All the above are fine. In today's environment, INTRANET is the Solution; however, as good HR/IR administrators, we need to carry all workers with us. That is to say, some old devoted hands may not be comfortable, and at times, Group D workmen are the most affected.

2. Thus, it is most important to carry our team—a simple slip of paper like a "sticky pad" that can be pasted by the employee in his handbook. The details of which should be put up at various notice boards all over the establishment. This could be like a Gazette of your company.

1. All the above are fine. In today's environment, INTRANET is the solution. However, as good HR/IR admins, we need to carry all workers with us. That is to say, some old devoted hands may not be comfortable, and at times, Group D workmen are the most affected.

2. Thus, it is most important to carry our team—a simple slip of paper like a "sticky pad" that can be pasted by the employee in his handbook. The details of which should be put up at various notice boards all over the establishment. This could be like a Gazette of your company.

Hi,

It depends on the type of establishment, Administrative Committee, and Bylaws of the establishment. Seek assistance from the Senior HR Manager and search for results on the Internet.

Regards,
Prakash Madyal
Cell: 9972905767
Bangalore-50