Keeping Employees Updated

Avoiding legal issues when making changes to handbooks fall two categories:

•         Best Practices for Updating the Employee Handbook
•         Communicating Policy Changes

Best Practices for Updating the Employee Handbook

The company could be liable if something is written in the handbook but a new state law is followed instead. That’s why it is important to regularly follow updates in federal and state law and adjust your handbook accordingly. Online handbooks can help avoid high printing cost after each update.

According to HR Daily Advisor, “There are also policies that you may want to consider reissuing separately every year, depending on your industry and specific organizational experience. For example, if you have employees involved in valuable intellectual property, sensitive confidential/proprietary information, Securities and Exchange Commission, or Health Insurance Portability and Accountability Act (HIPAA) privacy-related matters, reissuing your policies in these areas annually and requiring written acknowledgments ensures that employees understand their importance. In addition, annual reissuance and acknowledgment of antiharassment and antidiscrimination policies (including how to report concerns and how they will be handled) may reduce your liability exposure. It will be important evidence that illegal harassment/discrimination is not tolerated.”

Communicating Policy Changes

While offering an online handbook with emails that alert employees to addendum will work for some you may need other methods of communication for other employees. Be sure to consider all forms of communication needed.