Three Handbook Policies to Review and Update This Month

The workplace is changing rapidly. Have you noticed?

It can be hard to step out of the day-to-day work to take some time to revisit your current handbook policies and reflect to see if they still match your organization's culture. Okay, nearly impossible as almost every company is experiencing employee turnover and burnout. Nearly, not completely impossible.

Any time, but especially now, is a great time to ask yourself and/or your leadership team: “Are we creating an inclusive workplace where employees feel valued, included, and recognized? And how can we do better?”

So, here's three timely and relevant Employee Handbook policies you should re-visit, review, and edit if necessary, due to recent legislation and changes in the workplace.

Pronouns in the Workplace

The Human Rights Campaign (HRC) explains: “Usually, we interpret or “read” a person’s gender based on their outward appearance and expression, and “assign” a pronoun. But our reading may not be a correct interpretation of the person’s gender identity.” The way people say our names or pronouns can be a very personal matter. In the workplace, just as employees should be able to articulate a preferred name, they should be able to articulate the pronouns they prefer. Companies seeking to be inclusive of their employees who identify as LGBTQ+ should explore solutions and document what's okay and not okay. Sometimes mistakes happen when it comes to using someone's appropriate pronouns and once pointed out, most will make a conscious effort to correct themselves. In 2020, the EEOC added Sexual Orientation and Gender Identity Discrimination as a category under harassment causes and hostile work environments, in particular when an employee refuses to use a person's preferred pronouns repeatedly or purposely and maliciously continues to misgender an employee.

ACTION: Make sure to review and update your anti-harassment policy to include a sexual orientation and gender identity, including the continued misuse of pronouns in the workplace. 

Pregnant Workers Fairness Act

This new law goes into effect on 6/27/2023 and requires covered employers (15+ employees) to provide “reasonable accommodations” to a worker with known limitations related to pregnancy, childbirth, or related medical conditions. The “reasonable accommodation” process includes an interactive discussion with the worker and employer and may include accommodations such as: the ability to sit and/or drink water more often, flexible hours, closer parking, and/or appropriately sized uniforms and safety apparel. You may find yourself in hot water if you refuse accommodations or deny employment or a job change based on pregnancy limitations. 

ACTION: Make sure to review and update your policies regarding the American Disabilities Act (ADA) to include language around pregnancy and childbirth and make sure your employees know how to engage in a reasonable accommodations discussion with HR. 

Remote Work Policies

Over the last few years, many companies have moved back and forth between a combination of in-office, hybrid, or completely remote. A good remote work policy outlines the expectations for the employee and employer from  potential legal liabilities and it makes the “how” of remote work in the company transparent and fair. When expectations are unclear, there is risk for supervisors and employees to make assumptions or create their own definition of remote work (which might include micromanaging), cybersecurity issues, and burnout. Check out this recent article on the employees at Farmers Group who are full-on protesting about company leadership changing their policy from 100% remote work to now requiring all employees to come into the office three days a week. A new data point has surfaced that 7 out of 10 employees would rather find a new job than be required to return to office. Can you say "turnover" three times fast?

ACTION: Make sure to review and update your remote work policy to clarify expectations around employee eligibility, office/work hours, supervisor communication, and work agreements. And make sure this is applied consistently. 

As a previous HR exec with several years of experience in the nonprofit sector, I know how valuable employee handbooks are in guiding the company’s mission, vision, values, and overall workplace culture. If I had a dollar for every time I asked, “What does the handbook say?” I’d be Taylor Swift-rich!

Employee handbooks should be living, breathing documents that keep employees informed about the latest policies and expectations. Your handbook should be everyone’s first go-to document! Supervisors also have the additional responsibility of informing their employees about handbook changes and applying organizational policies consistently. 

Don't have an employee handbook or need your reviewed and updated? Schedule a discovery call today to discuss how to ensure your handbook is a reflection of your company and culture.