It goes without saying that you have a lot on your plate. From managing your team to overseeing your operations, there is always something to do. Amidst all that, many businesses find that they are overlooking one key aspect: their employee handbook.

Whether you already have an existing employee handbook or thinking about creating one, this article is meant for you. We’ll discuss why employee handbooks are not just for large corporations and what to include in yours.

What is an employee handbook? 

Simply put, an employee handbook is a document that contains your company’s policies, procedures, and expectations for your employees. Whether it’s physical or electronic, it serves as a guide to help employees understand their roles within your company, what is expected of them, and what they can expect from the company in return.

I’m just a small business. Do I really need one? 

Absolutely! Whether you have five employees or five hundred, having an employee handbook is the unsung hero to making your organization a success.

Here are just a few reasons why you need to have one.

1. You can have all of your workplace policies and employment guidelines in one place. 

An employee handbook consolidates all your workplace policies and employment guidelines into a single, easily accessible document. Your employees have a reliable place to find information, whether they are looking for the dress code or information about their benefits. It simplifies communication and ensures that everyone is on the same page.

2. There are clear expectations (which helps when dealing with human resources issues) 

With a well-crafted employee handbook, you establish clear expectations regarding workplace behaviour, performance standards, and company policies. Because your employees know what’s expected, it can drastically reduce and mitigate misunderstandings.

Additionally, when human resources issues arise (and they will), your handbook will provide a solid framework for addressing these issues in both a fair and consistent manner.

3. It shows proactive leadership.

Simply having an employee handbook shows your team what kind of leader you are. You are a leader who values your employees and wants to foster a culture of consistency, transparency, and open communication.

What does Ontario employment law require? 

Ontario’s legislation (such as the Employment Standards Act and Occupational Health and Safety Act) have specific legal requirements that employers must adhere to, including:

1. An Occupational Health and Safety Policy (5+ Employees)

You must have a written Occupational Health and Safety policy that outlines how you will maintain a safe and healthy workplace and what measures should be taken to prevent workplace injuries and illnesses.

2. Workplace Violence and Harassment Policies (5+ Employees)

You must have written policies addressing workplace violence and harassment, what to do if employees experience or witness such incidents and how complaints are reported and resolved.

3. Health and Safety Representative (6+ Employees) or a Joint Health and Safety Committee (20+ Employees)

If you have six or more employees, you need to have a Health and Safety Representative. If you have twenty or more employees, you will need to establish a Joint Health and Safety Committee. Both will need to include information about who holds these roles and how they contribute to workplace safety.

4. Pay Equity Policy (10+ Employees)

For businesses with ten or more employees, a Pay Equity policy is required to ensure that all employees receive equal pay for work of equal value, regardless of gender.

5. Disconnecting from Work Policy (25+ Employees)

If your business has 25 or more employees, you must have a Disconnecting from Work policy outlining expectations regarding work-related communications outside of regular working hours.

6. Electronic Monitoring Policy (25+ Employees)

For businesses with 25 or more employees, an Electronic Monitoring policy informs employees about any monitoring of their activities using electronic devices and the purpose of such monitoring.

What else might you want to include?

Your employee handbook will be as unique as your company itself. You may want to include areas such as a code of conduct, leaves of absence, employee benefits, dress code, social media usage, remote work guidelines, and performance evaluation processes.

At the end of the day, it should be comprehensive and ensure your employee will need to be a successful part of your team.

How often should I update my employment policies? 

Change is one of those things that you can count on – whether it’s change to Ontario’s employment laws or changes to how your business operates.

At the very least, you should take a fresh look at your handbook annually to make sure its relevance and compliance with Ontario’s employment legislation.

This seems like a lot of work. Can I just get a template online? 

We don’t recommend it. While there is no shortage of online templates, they often need to be tailored to suit your specific business needs and may not be in compliance with Ontario employment laws. It’s much more advisable to work with HR professionals who can help customize a handbook that accurately reflects your company’s policies and values.

CulturedHR: Helping Employers Build a Strong Foundation for Their Teams

Let us help build a strong foundation for your team!

At CulturedHR, we love helping businesses like yours create comprehensive and effective employee handbooks. We know that it is important that your employee handbook reflects your company’s unique cultures and ways of doing things, and we also know how important it is to comply with Ontario’s legal requirements.

Our team is knowledgeable and professional, and our clients appreciate how detailed we are in making sure every employee is equipped with what they need to succeed.

Download our free Requirements for Small Businesses Guidebook to learn more and contact us today to get started on your employee handbook.