Have you ever underestimated the complexity of a project you're starting only to realize later that you’ve created more problems than you’ve solved?
That feeling is exactly what we want to prevent when we onboard new employees. We don't want our brand-new employees—who should be filled with excitement and passion—to second-guess their decision to join our team.
Most employers already know what goes into a standard employee handbook: welcome message, at-will statements, Equal Opportunity clauses, harassment policies, attendance policies, PTO plans, and termination procedures.
But knowing what to include isn't enough. Equally important is knowing what to avoid.
That’s why this article will explore the 5 critical mistakes companies make with their employee handbooks and how to fix them.
Mistake #1: Reading the Employee Handbook on Day One
The handbook period is critically important, but making new hires spend their first day reading a lengthy policy document is a mistake. Think about the message this sends: “Welcome to our company! Now, sit quietly and read these rules for two hours.”
Your employee’s first day should be exciting and affirming, not mind-numbing. Instead of making the handbook part of day one, send them a digital version while they’re completing other pre-employment paperwork. This allows them to review it at their own pace before starting.
Use those precious first-day hours to reinforce why they made the right choice joining your team.
A Tip That Whirks: Culture, Values, and Story
The first day is your opportunity to reinforce your company culture and workplace values. Remember, we’re trying to prevent “employee’s remorse.”
Dedicate this time to:
- Defining your company values
- Explaining your “why”
- Sharing your company’s origin story
- Introducing key team members
Company values form the foundation of a culture of teamwork, excellence, dignity, and respect. This creates a strong organization that can improvise, adapt, and overcome challenges.
Mistake #2: Writing a Novel Instead of a Handbook
The average employee handbook is around 50 pages. That’s not a handbook—that’s a novel.
I know you have a lot to cover, but a document that’s too long becomes cumbersome and ultimately useless. Nobody wants to read “War and Peace” just to understand your PTO policy. Cover the essential items with clear instructions and provide a point of contact for additional questions.
A Tip That Whirks: Employee Review
Implement an employee review process, similar to a peer review. This allows employees to provide constructive feedback about your handbook. This transparent approach ensures your document isn’t too wordy or complicated, as judged by the very people who will be required to read it.
Ask recent hires:
- Which sections were confusing?
- What information was missing?
- Was anything unnecessarily detailed?
Their feedback will be invaluable in creating a more user-friendly document.
Mistake #3: Overcomplicating the Simple Things
Anyone who’s ever provided tech support to family members knows this truth: if your instructions require more than three steps, you’ve already lost them. This is when you have to remember the K.I.S.S. method: Keep It Simple, Stupid.
Use clear, concise language when writing your handbook policies. If a sentence can communicate the intent of the policy, there's no need for a paragraph. If the wording is too vague or too technical, it won’t serve its intended purpose.
An easy trap to fall into is using too much legal jargon. Yes, the handbook should outline potential disciplinary actions, but there’s no need for a rigid step-by-step breakdown of the HR process for every possible infraction.
A Tip That Whirks: Create a Word Count
All good publishing entities have parameters they require their authors to follow. Introduce a word count limit for each section of your handbook and stick to it.
There’s a famous quote that goes something like this: “If I had more time, I would have written a shorter letter.” The ability to take complicated policies and break them down into simple terms requires time. Invest that time to keep your handbook simple and concise.
Mistake #4: Adding Operations to Your Employee Handbook
A well-written handbook builds trust and transparency. A poorly written one creates confusion and discontent.
One common mistake is trying to cram operational procedures into your workplace policies document. The handbook is a place for policies, behavior expectations, and unique employer practices—it is NOT a catch-all for training manuals.
For example, the handbook should include who to call in case of an emergency, but it shouldn’t detail every possible emergency scenario.
A Tip That Whirks: Create a Separate Operations Manual
Review your handbook and if you come across a checklist, a step-by-step process, or a flowchart, remove it and create a separate operations manual.
A good rule is to ask, “Does this tell me what I need to do or how to do it?” An overview of what employees need to do stays in the handbook. The detailed instructions on how to do it belong in the operations manual.
Mistake #5: Not Tracking Handbook Acknowledgments
All the effort involved in developing, simplifying, and presenting your handbook will be wasted if you can’t prove employees received it.
Requiring employees to sign an acknowledgment form not only ensures they received and understood the handbook, but it also provides evidence if there’s ever a dispute or disciplinary issue. This signature reinforces company expectations while creating an additional channel for feedback.
A Tip That Whirks: Automate the Process
The handbook contains important information that all employees need to understand and follow. An effective way to ensure acknowledgment is to automate the process.
Send an email or alert to each employee with a PDF version of the handbook. The alert informs them that their electronic signature serves as acknowledgment and will be stored digitally. This creates a timestamp and audit trail proving they received the document.
Avoid Employee Buyer’s Remorse with a Better Handbook
A well-crafted employee handbook simplifies your company's processes and prevents that dreaded “buyer’s remorse” with a new job. Remember to:
- Focus on company culture and values, not just rules
- Keep it concise and easy to read
- Use simple, clear language
- Separate policies from operational procedures
- Track acknowledgments consistently
By implementing these improvements, your handbook can transform from a dreaded policy document to a valuable resource that reinforces your culture and sets clear expectations.
Need help creating a handbook that “whirks” for your business? Outsourcing HR (HRO) may be the answer. See how it can save you time and reduce risk: What is HRO and How Can It Benefit My Business?
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