This article contains a number of helpful hints to support you in the process of writing an employee handbook but above all remember that it should be accessible to all members of staff, so try to consider this as you develop the content.
Avoid Jargon
Employee handbooks should be easy to understand so avoid using jargon or corporate buzz words without explanation. If it is a technical job and a good grounding in corporate jargon is essential then ensure that you explain any terms clearly and provide a glossary of terms at the back of the handbook for quick reference.
Adopt a Step by Step Approach
Employee handbooks need to follow a logical structure and basic concepts should be introduced first before moving on to more complex topics. Adopting a step by step approach enables the employee to work through the stages in a logical fashion in their minds and helps them to understand processes and procedures better. Make sure you include each step without missing any key aspects out and use numbers to differentiate between each step in the process.
Keep it Clear and Concise
Try to avoid long rambling paragraphs but rather ensure that information is presented in a clear and concise manner. Try to use short paragraphs to make the handbook quick and easy to refer to.
Spelling and Formatting
Ensure that the handbook is appropriately checked for spelling and grammatical errors, remember that this will be seen by all employees!
Use a font size of at least 12 so that the handbook is easy to read especially as older employees or individuals with visual impairments may struggle with smaller font sizes. Even better ensure that there is a large print version available if required.
Ask New Staff What to Include
If you have any staff that have been in the organisation for less than 6 months, then get their opinion concerning what would have been helpful to them in an employee handbook. They are likely to be the most useful source of information.
Delegate Chapters According to Specialisms.
Different staff will have developed different specialisms within the organisation over time. As such it may be more beneficial to ask a number of employees to write different sections of the handbook drawing upon their expertise. This way you can play to strengths of the individuals. Always ensure that one person takes responsibility for maintaining the style and readability of the handbook.
Use of Pictures and Diagrams
As individual's we all learn in different ways, some people like the written word, others prefer pictorial means. Ensure that you use pictures and diagrams to communicate key concepts and to break up the monotony of the text.
Consider Diversity issues.
Organisations are made up of a fascinating and vibrant mix of individuals from different cultures and also those with disabilities. It is essential that any employee handbook is accessible to all, so before you write the book find out from the human resources department what nationalities are represented and if any one has a disability. If could be that some staff are visually impaired or blind, in which case your employee handbook needs to be easily readable in Braille. In addition, particularly in multinational organisations, your handbook will need to be translated into numerous languages so avoid culture specific jokes or references.
Test Drive the Handbook
Give a draft version of the handbook to a friend or family member who knows little about your organisation and ask them to read through it and feedback on how user friendly it is. If they can understand it then a new employee is also likely to. Also print off a dozen copies and hand them out to a select number of staff to try them out. Ask them to feedback and use this information to update the handbook. This is a particularly good idea because if they spot a flaw or serious errors then you won't have to recall hundreds or thousands of copies! |
