Organizations have used employee handbooks since the days predating email. For many businesses, the company manual’s topics, format, and distribution have not changed, even as the way employees has evolved over the years. Below are some tips to help bring your employee handbook into today’s digital age.
1. Use Multiple Collaborators to Create your Employee Handbook.
Multiple hands make light work. When developing or updating your employee handbook, take advantage of the collaborative capabilities of the web – allow various stakeholders in your company to work on this comprehensive document together. Digital collaboration is far more efficient than having to deal with a multitude of files or keep track of changes manually.
2. Publish your Employee Handbook Online at a Unique Domain.
Many organizations still offer their employee handbooks in print form, even though employees have become accustomed to consuming company news, presentations and more online. Ensure your employee handbook is available online through a unique domain so that your full workforce can access this document easily.
3. Keep your Employee Handbook Safe with Password Protection.
Privacy and security are paramount when it comes to your company policies; while many larger companies choose to make their handbooks public, many opt to keep this information internal only. Provide all staff with the login credentials to access your employee handbook online so that they can view this document in or out of the office, without the risk of privacy breach.
4. Access your Employee Handbook Anywhere.
Employees may need to access information in your company handbook, such as family medical leave policies or benefits, when they are out of the office or traveling. Printed PDF versions are great to have on-hand at the office. However, it is encouraged for HR to ensure the organization’s handbook is accessible anywhere – on a tablet, mobile phone, or from any desktop with internet access – to allow anyone from your team to view this manual anywhere, at any time.
5. Verify that your Staff has read your Employee Handbook with Digital Signatures.
HR departments often struggle with wondering whether employees have read and understood the organization’s employee handbook. A great way to ensure that all staff has done so is by requiring each of them to sign a document with a legally-binding digital signature to confirm that they have read and understood the employee handbook’s content.
6. Keep your Employee Handbook Up To Date.
There are several tools available to help HR departments stay on top of any local or federal law changes that may necessitate edits to your employee handbook (like AirMason!) Ensure these edits are carried out, then notify your staff of these changes in the employee handbook.
At AirMason, we pride ourselves on being the premier digital solution for businesses of all sizes to create beautiful, customized, sharable employee handbooks. Learn if AirMason is right for your business here.