A strong employee handbook needs more than the basics. Four policies are commonly left too vague: employee fraternization, drug testing, flexible work, and internal complaint resolution. Covering these clearly protects your business and gives employees a fair, predictable process.
If you’ve kept your employee handbook to a minimum in the past, you might have only included basic starter policies like code of conduct, anti-discrimination efforts, compensation and benefits, and termination procedures. Because benefits regulations can be especially complex, our Complete Free Guide to Benefits Compliance can help you understand your key responsibilities as an employer.
Keeping your handbook simple is a good goal, but not at the expense of leaving out important guidelines. If your company is growing or you’re experiencing management challenges, basic policies are not enough. Protect your employees and business by adding a comprehensive set of policies that cover more than just the basics.
Here are some HR policies you should consider including, or expanding on, in your employee handbook: Not sure where to start? Our HR Business Partner team can help you build out a complete, compliant handbook.
Employee fraternization
Employees dating each other can cause distractions and workplace conflicts. A formal fraternization policy can help your managers handle these sticky situations with confidence. Make it clear that the company isn’t interested in controlling your employees’ personal lives or inhibiting their interactions. The purpose of the policy is to avoid misunderstandings, conflicts of interest, complaints of favoritism, and potential claims of sexual harassment.
Common stipulations in employee dating policies:
- Discourage workplace romances
- Require disclosure of workplace relationships
- If employees do become involved, they can’t report to one another, be of significantly different rank, or work in the same department
- Couples must be professional at work – no PDA or fighting
- Consequences for violating policies
Drug testing
Defining how, when, and why employees can be drug tested is important to include in your employee manual if you practice testing. You may want to instill a drug free workplace policy, like this sample from SHRM.
Depending on your company’s location, you may also need to include accommodations or stipulations for medical marijuana use.When someone holding a medical marijuana card is fired from his or her job because of a positive drug test, they could be considered a victim of workplace discrimination. Consult your legal team to find out your state’s laws, and your HR team to make sure your policies will work. CBD policies for employers is another topic of consideration. Changing regulations make it increasingly important to have a team of experts on your side, helping you stay compliant and adapt your policies accordingly.
Flexible work policy
Job flexibility is a growing need for employees. From HRMorning:
According to a 2019 survey conducted by the International Workplace Group, 80% of respondents said they’d choose the job offer that came with flexibility over the one that did not. Furthermore, 85% of businesses responded that productivity actually increased in their workplace due to more flexibility. Source
Including a flexible work policy in your employee handbook will prepare you to manage these requests for remote work, flextime, etc. These policies will also ensure everyone is treated fairly.
A well-written flexible work policy defines
- Types of job flexibility available to employees – These could include (or exclude) telecommuting, remote working, condensed workweeks, customized working hours, part-time positions, job sharing, or flexible vacation time.
- Employee eligibility – Eligibility should be based on business needs. Who can take advantage of these options, and when?
- Request and review process – Step by step, how does an employee ask for and receive approval on flexible job options?
Internal complaint-resolution policy
An employee complaint resolution policy provides your employees with a constructive way to voice their concerns, allowing you to diffuse workplace distractions sooner and with less disruption. A written complaint-resolution policy that employees acknowledge with a signature can also help your company defend itself from legal ramifications should an issue erupt.
An effective employee complaint-resolution policy
- Identifies key points of contact
- Outlines the steps an employee should take in order to file a complaint
- Explains the investigation and resolution process
These policies are often left incomplete in employee handbooks, but can go a long way toward preventing HR headaches and reducing employer liabilities. Find out what else you could be overlooking. Connect with our team.
Frequently Asked Questions
What policies should be included in an employee handbook?
A strong employee handbook should include an employee fraternization policy, a drug testing policy, a flexible work policy, and an internal complaint resolution policy. These four areas are commonly left too vague, which can create confusion and legal risk down the road.
What is an employee fraternization policy?
An employee fraternization policy sets guidelines for workplace relationships, such as discouraging romances between employees who report to one another, requiring disclosure of relationships, and outlining professional conduct expectations and consequences for violations.
Why should a small business have a flexible work policy?
A flexible work policy defines what types of flexibility are available, who is eligible, and how employees request approval. With most job seekers prioritizing flexibility, a clear policy helps you manage requests fairly and stay competitive when hiring.
What should a complaint resolution policy cover?
An effective complaint resolution policy identifies key points of contact, outlines the steps for filing a complaint, and explains how the investigation and resolution process works, giving employees a constructive way to raise concerns.
Final Thoughts
A well-rounded employee handbook does more than list the basics. Addressing fraternization, drug testing, flexible work, and complaint resolution head-on gives your business clear, defensible policies and gives employees a fair process to rely on. If you are not sure where your handbook stands today, now is a good time to find out.
