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Employee Handbook Examples and Best Practices for HR Teams
Safira Adnin
July 6, 2024

Leading a team that is miles apart goes beyond simply strategizing to keep employees aligned with business goals amidst differences such as time zones and cultural nuances. While remote work allows employers to access a broader talent pool by reaching beyond their geographical borders, it also introduces challenges in ensuring that employees feel at home, especially starting from day one during welcoming them onboard. 

A recent survey from HBR revealed a striking insight: only 52% of new hires are satisfied with their onboarding experience, while nearly a third find it confusing and another 22% deem it disorganized. And 85% of respondents that having employee handbook says that it could improves the onboarding experience. 

To ensure your every team member starts on the right foot, employers can consider saving the employee handbook in the toolbelt. 

Why is an employee handbook a helpful tool for organization?

A well-crafted employee handbook isn’t just a manual – it’s a roadmap for day one and beyond. It seamlessly integrates everything a new hire needs to know—from organization’s core values and mission to the intricacies of the company culture and the essential workplace policies and procedures.

Employee handbook provide visibility for everyone 

A research shows how employees that have clarity in their work roles are 53% more efficient than those who don’t. From the employee handbook, employers can provide a clear idea of expectation for employees and what their expectations are from the company. This can include employee benefit, attendance expectations, dress code, time off procedures, and more. 

A way for better communicating organization’s company culture 

According to a survey from TeamStage, 46% of talents believe that company culture is an essential factor when it comes to the decision of accepting an offer. Providing a clear workplace culture can help employees understand better about the organization’s purpose – mission, vision, and goals.

Improves your employee’s onboarding 

When welcoming new team members, it’s essential to ensure they’re aligned with your company’s vision and specific objectives. This well-crafted employee handbook serves as a comprehensive guide, covering all the essentials new hires need to know about your organization.

A recent survey shows that 86% of companies use handbooks for a smoother start. These guides are packed with all the info newcomers need, making those first days less daunting and more productive. With a solid handbook, you’re not just showing new hires the ropes—you’re setting them up for success.

Employers should go in new employee handbook

There is no wrong or right way, but there are best practices that employers can look at. Think of it as your go-to guide for all the things your employee wants to know but might hesitate to ask. So, here is some points to cover: 

  • Dress Code: Whether your team is zooming in from home or commuting to the office, it’s helpful to outline what kind of attire is expected. Setting clear expectations helps everyone show up appropriately, whether it’s business casual or Friday’s all-day pajama policy.
  • Employee Benefits: Kick things off with a brief rundown of the perks your company offers. You can dive into the finer details later, but a teaser of the benefits can get your new hires excited about what’s in store.
  • Organizational Chart: Show them the ropes of who’s who within the company. A clear org chart not only helps new employees understand their own role better but also how they fit into the bigger picture.
  • Glossary of Terms: Every workplace comes with its own set of buzzwords and acronyms. Make the transition smoother by providing a cheat sheet that helps them decode the essentials from day one.
  • What to Expect: Give them a heads-up on what the first day, week, and beyond will look like. While it’s not a play-by-play schedule, a general outline helps ease any first-day jitters and sets the stage for what’s to come.
  • Mission Statement and Values: Don’t just list your company’s mission and values—explain the ‘why’ behind them. This insight into your company’s ethos can help new hires vibe with your corporate culture from the get-go.
  • Company Milestones: Offer a snapshot of your company’s journey—key achievements like the founding day, significant expansions, milestones in revenue, or awards that spotlight your place as a top employer.
  • Office Logistics: If you’re back to the office, include practical details like parking options, access procedures, and emergency contacts. Ensuring everyone knows these basics can make those first few days a lot less stressful.

Each of these handbooks has elements that make them effective communication tools, not just for conveying rules but for building a sense of community and shared purpose among employees. When designing your own, consider what aspects of your company culture you want to highlight and how you can make the handbook not only useful but also a reflection of your organizational identity. Here are a few that employers can look at to get some inspiration. 

Valve’s Employee Handbook: Breaking the Mold with a Flat Structure

At Valve, they toss the traditional hierarchy out the window and embrace a flat organizational structure. This approach is all about trusting employees to steer their own ships. It’s designed to push creativity and foster a strong sense of ownership, encouraging everyone at Valve to make decisions that push the company forward. The handbook serves as a guide to navigating this unique environment, emphasizing trust and freedom as foundational elements of the workplace culture.

  • Highlights:
    • No hierarchy, just a lot of freedom.
    • Emphasis on creativity and autonomy.
    • Builds a culture of trust.
  • Valve’s Handbook Example: Check it here. 

Netflix Culture Deck: High Performance Meets Freedom

Netflix’s culture deck turns the usual rules on their head. It’s not just about doing your job but doing it creatively and responsibly. This balance of freedom and responsibility keeps standards high and innovations coming, all while making sure everyone knows what’s expected.

  • Highlights:
    • Focus on performance and accountability.
    • Lots of freedom paired with responsibility.
    • Clearly communicates company values.
  • Netflix’s Handbook Example: Check it here.

HubSpot’s Culture Code: Values at the Forefront

HubSpot’s Culture Code isn’t just a set of rules—it’s about living out the company’s mission every day. It makes transparency and values the heart of its strategy, turning every employee into a key player. This approach not only informs but empowers, aligning everyone with where the company is headed.

  • Highlights:
    • Super transparent.
    • Strong focus on values and mission.
    • Empowers employees.
  • Hubspot’s Handbook Example: Check it here

GitLab Handbook: Remote Work, Refined and Detailed

GitLab’s handbook is a comprehensive guide that leaves no stone unturned. It covers everything from company values to the minutiae of daily policies, making it a vital resource especially for teams that operate remotely. The level of detail ensures that every team member, regardless of location, can understand their role and responsibilities clearly, supporting GitLab’s open and transparent work culture.

  • Highlights:
    • Incredibly detailed.
    • Great remote work policies.
    • Very transparent about operations.
  • Gitlab’s Handbook Example: Check it here

Basecamp Employee Handbook: Importance of Clear Communication

Basecamp’s handbook focuses on remote work and clear communication. It’s all about creating a calm, efficient work environment.

  • Highlights:
    • Remote work-friendly.
    • Emphasizes calm and efficiency.
    • Clear communication guidelines.
  • Basecamp’s Handbook Example: Check it here

Creating Your Own Employee Handbook

Now that you’re inspired by some examples, it’s time to create your own employee handbook. Here are some tips to get you started:

  1. Define Your Values: Start with a clear articulation of your company’s core values and mission.
  2. Clarity and Simplicity: Write in simple language to make the handbook universally understandable.
  3. Incorporate Visuals: Use images and infographics to make the handbook visually appealing and engaging.
  4. Accessibility is Key: Ensure it’s available in both digital and print, and easily updateable online.
  5. Solicit Feedback: Engage your team in the handbook’s development to ensure it meets their needs and expectations

Enhance Your HR Processes in Southeast Asia with Glints TalentHub

Streamline your HR processes and ensure your Southeast Asian workforce is well-informed with Glints TalentHub. We specialize in comprehensive Employer of Record (EOR) and Professional Employer Organization (PEO) services that support every stage of the employment lifecycle. By partnering with us, you’ll improve communication and management effectiveness, ensuring your HR operations align seamlessly with your company’s guidelines.

Schedule a no-obligation consultation today to receive your customized proposal and elevate your HR strategies.

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