Personnel Policies for Small Businesses
Policies can help you protect your business from liabilities, while also setting basic ground rules for employees and protecting their rights. All employees should be encouraged to familiarize themselves with all personnel policies, which may be distributed in an employee handbook or posted on an Intranet Web site.
Below, you’ll find some of the more common policies. Such written policies can:
Prevent miscommunication or misunderstandings Prevent injuries and help maintain a safe work environment Justify actions taken regarding employees Minimize employee lawsuits Promote team building Help maintain structure and order
Hours: One of the basic policies you will need to establish will focus on work hours. From standardized time cards or time sheets to a more casual atmosphere in which employees are simply expected to complete their workload in a defined amount of time, there are numerous variations on the popular 9 to 5 workday. Among the guidelines you will need to establish are:
What constitutes a "full time" work week How you will keep track of employee hours What constitutes lateness and how it will be handled Flex hours Overtime pay
State and federal employment laws will impact upon your policies, particularly regarding overtime pay for certain employees, so be aware of them and know which employees qualify for overtime pay under such laws. If you are employing members of a union you will also have to abide by union rules and regulations.
Security and employee safety: An area of growing concern in recent years has been that of security. Your policies concerning the security of your business and of your employees needs to be carefully thought out so that you do not infringe upon anyone’s personal liberties, while at the same time you do provide a safe work environment. Such policies should include your safety evacuation program and outline how fire and evacuation drills will be conducted in conjunction with state and local laws and ordinances.
The personal security of all employees should be of primary concern. Many companies issue security photo I.D. cards and computer passwords are commonly used at all levels. Sign-in/out sheets for employees working on weekends or after regular business hours and policies regarding visitors also need to be considered.
In many small companies, only certain employees are allowed to have keys, while in retail businesses there are specific policies regarding the handling of cash or working cash registers. You should also clearly state in your security policies which employees are entitled access to confidential information.
Make sure all security policies are clearly explained to employees and any security personnel you may hire to help enforce such regulations. Your security personnel, or that which handles security in the building in which your company resides, needs to combine a knowledge of your security policies with good common sense and awareness.
Firearms and weapons: Unfortunately there has been a growing need for companies to include policies regarding having firearms or weapons on the premises. This should be included in your safety and security policy. Depending on the nature of the business, there may even be a need for metal detectors. State clearly what disciplinary actions will be taken should someone be carrying a concealed weapon. As is always the case, review your policy with your attorney. Employees can claim that they have the legal right to carry an item that might otherwise be considered a weapon.
Drug use: There is no place for illegal drug use in your business. Your policies need to be strong and very clear.
As an employer, your options to minimize illegal drug use include drug testing, which has become quite common today in many businesses. According to the United State Supreme Court, your right to require a drug test depends on the reasonableness of the test. The definition of "reasonableness" has evolved and broadened over the past twenty years and drug testing is typically found to be within the rights of most employers.
Short of drug testing, or in addition to a drug test, you may require all new employees to sign a Drug-Free Workplace Policy. Such a policy should make it clear that:
It is unlawful to possess, distribute or manufacture any controlled substance while on company property or while conducting company business. It is unlawful to be engaged in company business while under the influence of an illegal drug. Violations of the above policies will result in disciplinary actions that can include termination and even legal action.
Understanding that drug, as well as alcohol, abuse can be the results of a physical illness and/or an emotional dependency, some companies are now offering programs to help treat such employees. Unfortunately, many smaller businesses simply do not have the resources or funds to take part in such programs.
Communications and computer use: Nearly every business in America has someone who spends too much time on the telephone making personal phone calls. Coupled with personal emails, the amount of non-business-related communications taking place during standard "work hours" today is staggering.
While it would be impractical to completely forbid personal calls, such calls should be limited to those that are deemed necessary and important. This policy should include the use of an individual’s cell phone during business hours.
Policies regarding e-mail (and computer use in general) should state that:
The use of email is for business purposes only E-mail that includes jokes or content that could be deemed offensive is prohibited The use of e-mail to send confidential or other such materials that might be sensitive to the company is prohibited The company has the right to monitor and review all e-mail sent and received by company employees Visiting Web sites that are deemed inappropriate, including sites featuring pornography, online games or potentially offensive material is prohibited No personal shopping or personal business transactions are permitted via the Internet Computer use is for authorized employees only No one other than the specific employee is permitted to use his or her own personal password Any computer virus or malfunction must be reported immediately Disciplinary actions will result from the breach of any of the rules or regulations stated in this policy
