How to Write Policies and Procedures for Your Business

A well-written employee manual lets your employees know what's expected of them and what they can expect of you.

Instructions

Difficulty: Moderately challenging

Things You’ll Need:

• Printers
• Binders
• Bonded Paper
• Computers
• Word-processing Software

1. Involve front-line managers in putting together a policy and procedure manual, as they will be administering the policies.
2. Include statements that show your commitment to applicable state and federal laws in areas such as new hire reporting, equal employment opportunity, exempt and non-exempt employees, harassment, wages, and antidiscrimination.
3. Discuss mandated benefits such as social security; worker's compensation; unemployment; military, jury and family leave; and school visitation rights.
4. Outline company policies, such as time-keeping; pay schedule; confidential information; use of mail, phone and e-mail privileges; probation period; performance reviews; and standards of conduct.
5. Offer information on benefits, such as holidays, vacation, retirement plans, insurance, leaves of absence and stock options.
6. Replace don'ts with dos. Use positive statements to describe company policies - instead of telling employees what they can't do, emphasize what they're expected to do.
7. Write clearly and keep the list of dos and don'ts reasonably short. Too much legal jargon will confuse your employees.
8. Have an employment law attorney review your manual before you issue it. This can save you thousands of dollars by protecting you from lawsuits down the road.

Tips & Warnings

• Have employees read your policy manual from cover-to-cover and have them sign a statement saying they have done so to avoid later confusion.
• Be careful in your use of language; you don't want to inadvertently create a legally binding contract. Avoid using words like "always." Use "generally" and "usually" instead. Leave room for the exceptions to the rule.