How To Write an Employee Policy

This is a brief overview of an effective way to create a cohesive written employee policy.  The goal of this book is to answer questions your employees will have about working for your company.

1. Step one is to determine who is the point person for your project.  They will need the latitude to engage key employees in dialogue and to request responses from all of the departments involved.
2. Step two is outlining the topics you want to include in this policy book.  Typically this includes general employee policy such as probationary periods, review policies, employee leave and vacation policies.  Plan on specific sections to cover all aspects of compensation and salary policy.  Key areas in this section include an overtime policy, annual or other raise intervals and restrictions, and performance based compensation if appropriate.  Many employee policy books include sections on dress code, rules of conduct, sexual harassment and safety concerns as they relate to specific job titles.

   For the outline step it is recommended that input be obtained from as much senior staff and management as possible.  A brief ‘must have’ list of the top items from each individual will help prioritize the sections.  The point person can then organize this to create the core areas of employee policy to be covered in the book.

3. Step three is to assign the outlined sections to the appropriate individual for answers to the questions posed by the initial outline.  There will be some overlap, and getting multiple answers will help insure thoroughness.  Keep the outline points succinct, and set specific deadlines for each respondent to complete their section. 

   If there are items that seem too generalized to be assigned to specific individuals, there are a couple options for the point person. The first choice is to write these sections, and if necessary circulate them for review within the key group.  The second option is to send them with the individual assignments as additional outline points.

The outline is now your guide.  Assemble all the input that you have received, and you can begin the editing process. This will include removing duplicated items and blending similar items.  Use your word processor for spell check and major grammar questions.  Now have at least two people take a red pencil to it, possibly one person outside your company for an objective perspective.  After taking that final input, your employee policy book should be ready to go to print.