Putting a Handbook Together

Apart from deciding what goes in the handbook, there are a few mechanical issues that you'll need to address.

The name of your handbook. You can just call it "Employee Handbook," but you may choose to be more creative. Just make sure the name doesn't imply any lasting employment contract.

Don't call the handbook something like "Your Career Here at ABC Company." You might be implying that all employees can look forward to a career with you or that you offer lifetime employment. Don't create a contract.

The size, shape and format of your handbook. The size of the booklet is also an important consideration. If it is too small, it will probably get lost. On the other hand, if it is so big that it will not fit into an employee's pocket, purse, or lunch box, it will probably be put somewhere out of the way. Typical handbooks range from 3 1/2" x 6 1/2" to 5" x 7". Or, you can forego paper altogether by providing your handbook in an electronic form, such as in a computer file that everyone can read, but that only you can edit.

How you want the handbook to look. For example, consider the following questions in determining how your handbook will look:

• Do you want drawings or photographs in your book (they are difficult to include if you are photocopying or printing pages off a laser printer)?
• Do you want the cover to be colorful?
• Do you want to include the company logo or motto on the cover?
• Do you want the printing limited to black and white, or do you want different colors of ink?
• Do you want colored paper for the pages?

The writing style of your handbook. You want your handbook to be easy to read, but not too informal. Remember — this is a formal and important document for your employees and whoever else might read it. Here are some tips for making the handbook easy to read.

• Keep each sentence to 20 words or less.
• Limit discussion of any subject to one page or less.
• Use drawings, charts, and cartoons as much as possible.
• Leave plenty of white space on each page.
• Limit the handbook to 35 pages (you don't want to convey a complicated message in the handbook).
• Use a personal rather than an informal style. (Instead of saying "Employees will be paid on a bi-weekly basis," say "You will be paid every two weeks.")

Review. To be on the safe side, your attorney should review your handbook. Also, you may want to have someone review your writing. (See if you can get a local English professor, journalist or editor to review your work at no or low cost.)