Most employee handbooks sit unread in desk drawers or buried in computer files. They’re written in legal language that puts people to sleep and cover policies employees will never need. But a good handbook can actually help your business run smoother and protect you from problems. Here’s how to create one that people will actually use.
Write like a human being
Skip the legal jargon and corporate speak. Write your handbook like you’re explaining policies to a friend. Use simple words and short sentences that anyone can understand.
Instead of “Employees shall refrain from utilizing company equipment for personal communications,” write “Don’t use the work phone for personal calls.” The message is the same, but one version actually communicates.
Read your handbook out loud. If it sounds stiff or confusing when spoken, rewrite it. Good handbooks should sound like how you actually talk to employees, not like a legal document.
Use “you” and “we” instead of “the employee” and “the company.” This makes the handbook feel more personal and less intimidating.
Focus on what employees actually need to know
Don’t try to cover every possible situation that might happen in the next decade. Focus on policies and information that employees use regularly or need to know right away.
Start with the basics: work hours, dress code, time off requests, and how to report problems. These are things new employees ask about in their first week.
Include practical information like how to access email, where to park, and who to call when the copier breaks. This everyday information makes the handbook actually useful.
Save detailed legal policies for a separate document that you can reference if needed. Most employees don’t need to read your complete harassment policy during their first week.
Use real examples and scenarios
Abstract policies confuse people. Give concrete examples of what policies mean in practice.
Instead of saying “Dress professionally,” explain what that means in your workplace. “Dress professionally means business casual. Khakis and polo shirts are fine. Tank tops and flip-flops are not.”
For attendance policies, give specific examples. “If you’re going to be late, call your supervisor before your shift starts. If you’re sick, text your manager by 7 AM so we can find coverage.”
Include examples of both good and bad behavior so people understand where the lines are drawn.
Make it easy to find information
Organize your handbook so people can quickly find what they need. Use clear headings and a simple table of contents.
Group related policies together. Put all time-off information in one section rather than spreading it across multiple chapters. Keep sections short – no more than one or two pages each.
Create a quick reference page with the most commonly needed information like phone numbers, important dates, and basic policies.
Consider using a frequently asked questions format for complex policies. This helps people find answers to common questions quickly.
Explain the why behind policies
People follow rules better when they understand the reasoning. Don’t just state policies – explain why they exist.
“We require 24-hour notice for time off requests so we can find coverage and avoid leaving customers waiting.” This helps employees understand that the policy protects everyone, not just management.
When policies seem strict, explain the business reason. “Personal phone calls during work hours distract from customer service and can make us miss important business calls.”
This approach makes employees feel like partners in making the business successful rather than children being given arbitrary rules.
Keep it current and relevant
Review your handbook every year and update it as policies change. Nothing makes a handbook useless faster than outdated information.
Remove policies that you don’t actually enforce. If everyone takes 90-minute lunches but your handbook says 60 minutes, either enforce the policy or change it.
Add new policies as issues come up, but resist the urge to create rules for every small problem. Sometimes talking to people works better than writing new policies.
Date your handbook and include version numbers so everyone knows they have the current version.
Make it accessible in multiple formats
Not everyone learns the same way. Provide your handbook in formats that work for different people.
Create a printed version for people who prefer reading on paper. Make a digital version that employees can access from their phones. Consider creating short videos explaining key policies for visual learners.
Post important policies in common areas like break rooms. This reinforces key information and helps part-time employees who might not have access to digital versions.
Include your company culture
A handbook isn’t just about rules – it’s a chance to share what makes your business special. Include information about your company’s values, history, and culture.
Tell the story of how your business started and what you’re trying to achieve. Explain what kind of workplace you’re trying to create. This helps new employees understand what’s expected beyond just following rules.
Include positive information about benefits, opportunities for advancement, and what you do to support employees. Make people excited about working for you, not just informed about the rules.
Test it with real employees
Before finalizing your handbook, give it to a few employees to read. Ask them what’s confusing, what’s missing, and what they found helpful.
Pay attention to questions they ask after reading it. If multiple people ask the same question, your handbook probably needs to address that topic more clearly.
New employees are especially good at spotting gaps in your handbook since they’re seeing everything for the first time.
Make reading it part of onboarding
Don’t just hand new employees a handbook and hope they read it. Make it part of your training process.
Go through key sections together during their first week. This gives them a chance to ask questions and ensures they actually absorb important information.
Have new employees sign a form acknowledging they’ve received and read the handbook, but make sure this happens after you’ve actually reviewed it together.
Final thoughts
A good employee handbook prevents problems, answers common questions, and helps new employees succeed faster. But it only works if people actually read and understand it.
Focus on making your handbook useful, readable, and relevant to daily work life. Skip the legal complexity and corporate jargon. Write for real people who want to do good work and understand what’s expected of them.
Remember that your handbook represents your company culture. Make it reflect the kind of workplace you want to create – clear, helpful, and focused on everyone’s success.