An employee handbook is the cornerstone of a successful onboarding process. It provides new hires with a comprehensive and clear understanding of your company's policies, expectations, and culture. Unfortunately, many employers create handbooks that miss the mark, leading to confusion, disengagement, and even legal issues.
Here at FutureYou, we're passionate about helping Australian businesses build thriving teams. Today, we're diving into the eight most common mistakes companies make with new starter handbooks, along with actionable tips to avoid them:
1. Neglecting regular updates
Outdated information is a recipe for confusion and non-compliance. Aim for yearly reviews(with more frequent updates for significant policy changes) to ensure your handbook reflects current laws and company practices.
2. Overly complex language
Legalese can feel like another language to new hires. Replace dense jargon with clear, concise writing that's easy to understand. A simple trick is to imagine explaining policies to a friend - that's the tone you want!
A wonderful case study we like to use is the groundbreaking move that redefined customer experience across banking. In 2021, Bankwest unveiled an Australia-first with visual terms and conditions. Traditional text-heavy documents often left customers overwhelmed and disengaged, with a significant portion simply skimming or outright avoiding these documents altogether. Recognising the need for a more accessible and engaging approach, Bankwest reinvent the way they communicated product information to customers, developing a visual-style product schedule for its Easy Transaction Account. The approach used graphics, icons, and simplified language to present key information in a clear and engaging way. The response was overwhelmingly positive, with 69% of participants expressing a strong preference for the new format.  |
3. Cultureless content
A handbook isn't just about rules; it's about your company's heart and soul. Don't let policies overshadow your unique culture. Include stories, team photos, and a warm welcome message to help new hires feel like part of the family.
4. Omitting a legal disclaimer
A missing disclaimer can expose your company to legal risk. Include a clear statement that the handbook is not an employment contract and employment is at-will.
5. Failing to customise
A generic template won't resonate with your employees. Tailor the content to reflect your company's specific values, practices, and benefits. This will improve engagement and ensure your handbook truly serves its purpose.
6. Assuming everyone reads it
New hires aren't always thrilled about reading lengthy documents. Don't rely solely on the handbook. Utilise additional communication methods like onboarding sessions, explainer videos, or knowledge-sharing platforms to reinforce key policies.
7. Weak anti-harassment policies
A vague anti-harassment policy creates a breeding ground for fear and distrust. Provide clear, comprehensive guidelines on reporting harassment and disciplinary actions to ensure a safe and inclusive work environment.
8. Failing to communicate changes
Handbooks aren't static documents. When updates are made, don't leave employees in the dark. Use regular communication channels (emails, company meetings) to inform everyone about changes.
9. Easy access
Ensure that everyone in the business has the ability to easily access the latest handbook. For smaller businesses this may be hardcopies in the HR office or company break rooms. For businesses able to invest in an intranet or online drive, upload the digital document for all employees to quickly view or download.
Build a better onboarding experience: Download your free template
We've developed a free downloadable "Employee New Starter Handbook Template" that walks through each vital component of creating a well-structured handbook.
Get started on crafting a handbook that empowers your new hires and sets the stage for success.
Download your free template now.
