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How To Write An Employee Handbook In 4 Easy Steps

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What is Shift SMS?

• Shift SMS is the simplest staff calendar on the market

• We save you from the headache of scrambling to fill a shift

• Push your staff calendar to your employees with SMS

• Allow your staff to coordinate staff changes with SMS messages

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Why make a handbook?

• Helps guide your employees when a problem happens

• Helps your staff training process

• Protects the company in the off chance a problem with an employee happens

• Some countries/states require an employee handbook

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Key things to remember

• An employee handbook is not a replacement for training

• Have your handbook reviewed by a lawyer or your legal team

• If you decide to purchase a template employee handbook, make sure it’s valid in your city/country of business

• This slideshare is just an outline and should not be taken as legal advice

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Step 1 – Clearly lay out company expectations• Explicit guidelines are better than implicit guidelines • Having clear rules will prevent employees from feeling personally attacked if a problem arises

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Step 1 – Clearly lay out company expectationsHere are some topics you might cover:

• Company history

• Dress code

• Cleanliness/hygiene expectations

• The consequences of being late to work

• How to handle personal visitors

• How to address customers on the phone

• A clear policy on personal mobile phone and

internet usage

• Parking spots

• Breaks (whether they’re paid or unpaid, etc.)

• Smoking policy

• Shift scheduling policy

• Vacations/days off/sick leave policy

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Step 2 – Outline company procedures• Explain what the employees can expect from the company • This section can include procedures that are specific to positions in your company

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Step 2 – Outline company proceduresHere are some topics you might cover:

• Organizational charts

• Who to contact for things like hiring, media

enquiries, customer complaints, etc.

• Customer complaints policy

• Internal complaints policy

• Compensation and deductions

• Pay day schedule

• Work evaluation policy and schedule

• Working overtime

• Termination/resignation policy

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Step 2 – Outline company proceduresHere are some position specific topics:

• Work confidentiality (whether an NDA is required)

• Promotion and eligibility policy

• Social media/press policy

• Job classification

• Probation periods

• Transfers and relocations

• Union information

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Step 3 – Workplace safety requirements• In Canada and the US, the Occupational Safety & Health Administration (OSHA) requires training material be included in your employee handbook in certain industries

• Canada has additional accessibility requirements

• Consult a lawyer or legal council to make sure you have all materials required

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Step 3 – Workplace safety requirementsyou might consider covering additional topics such as:

• Contact information for emergencies

• Fire drill/evacuation plan

• Theft or robbery

• Contact information for repair and maintenance

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Step 4 – Review by legal

• Most cities and countries have their unique legal requirements for what should be included in employee handbooks

• If you purchase a template, be sure that it’s valid for your specific city or country of business

• This slideshare is only an outline and should not be taken as legal advice - always consult a lawyer or legal council with employee documents

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Step 4 – Review by legal

Some topics that might be in this section include:

• The state/government requirements of what

needs to be in an employee handbook

• Anti-Discrimination and/or Equal Opportunity

Employer statements

• Non-disclosure agreement details (NDA)

• Rights for the company to terminate an employee

at any time

• Stating that all information in the handbook is

subject to change at the discretion of the company

and that the handbook is not a contract or legal

document

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Tips

• When referring to another document (such as for

health benefits), your employee handbook should refer

it externally, rather than copying and pasting it into your

employee handbook.

• If you purchase a template, be sure that it’s valid for your

specific city or country of business

• Review the employee handbook on an yearly basis to

make sure that all information is up to date and also to

address any changes that may have happened in the

company.

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Links and Resources

• How To Write An Employee Handbook In 4 Easy Steps - Shift SMS

• What to Include In An Employee Handbook – INC Magazine

• 8 Things You Need To Know About Employee Handbooks (Canada)

• Employee Handbooks – US Small Business Administration

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Contact Us

• Visit our website at ShiftSMS.co and sign up for our beta program!

• Facebook: ShiftSMSco• Twitter: @ShiftSMSco• Email: anthony@shiftsms.co