A long-standing challenge for HR professionals has been bringing the rules in employee handbooks to life for workers so they know what employers expect of them. Regular updates, ongoing communication, and documentation of that communication are key to translating handbook policies into employee actions; they also show that the employer is complying with federal, state, and local laws.

‘Living, Breathing Documents’

“I often refer to handbooks as living, breathing documents,” said Chelsea Mesa, an attorney with Seyfarth in San Francisco. “Laws change so frequently that employers should recognize that they may decide to change a policy midyear based on a new case or a newly signed law.”

Mesa said that employers should:

• Include user-friendly language in handbook policies, tailoring them to the employer’s culture and voice so it’s easier for employees to digest.
• Translate the policies into the language(s) of the employer’s workforce, if the employer is aware its workers best communicate in a language other than English.
• Cluster policies on similar topics together so each section is a one-stop shop on that general subject.
• Have searchable headings that employees can easily find rather than having to scroll until they find what they’re looking for.

Frequent review of handbooks is necessary not only to keep up-to-date with legal requirements but also to stay on top of new trends, said Charles Hill, an attorney with Bird & Bird in London.

“The best example from the past...

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