JDA Tip #6 Update employee manuals to include job descriptions.

This article is part 6 of a 20 part series of business tips from James, Davis and Associates. These tips are designed to help you do better in business. If you would rather read all the tips at one time, you may click here to purchase a beautiful full color e-book that containing all twenty tips.

 

Employee manuals are an important part of the success of your business. These manuals are just as important for small businesses as they are for Fortune 500 businesses. When employee manuals are done properly, they provide employees with all the information they need in order to do their jobs well, contribute to the success of their employers, and be happier at work. At a minimum, employee manuals should contain the following sections:

 

  • Description of the business
  • Employee rights and obligations
  • Payroll information
  • Organizational Chart
  • Job Description

 

Description of the business

 

Your employee manual should begin with a description of your business. This is a great place to tell employees why you started your business, the mission of the business, and what you provide to the world. If you want employees to work as part of the team at your business, you must let them know for what the team stands.  When employees know who your business is and what it stands for, it is easier for them to their part to accomplish the mission. When employees have this information at their fingertips, it makes it easier for them to be better employees.

 

Employee rights and obligations

 

Employees have certain rights and obligations that are will part of their employment. Place this information in the employee manual because this is crucial information employees often want to refer to on a regular basis. The better job you do in preparing this section, the fewer calls and visits employees will need to make to the HR department. This section of the employee manual may actually save your company money because employees need the HR department for fewer things. This will allow employees to be more productive which may translate into your business being more profitable.

 

Payroll information

 

One of the most important things to any employee when it comes to work is payroll. Your employee manual should contain information that will enable employees to answer payroll questions or the resources they need to get the answers they need. This means the manual must provide the following information:

 

  • Pay periods
  • Pay dates
  • Procedure to handle if there is a payroll problem
  • Contact information for the department or person to contact if there is a payroll problem
  • How to change direct deposit information
  • What to do if a paycheck is lost or damaged

 

If you make sure your employee manuals contain this important payroll information, your employees will appreciate it. Keep in mind, appreciative employees are better employees.

 

Organizational Chart

 

Without organization, there is chaos. If your employees do not know the priority of departments in your organization, they are lost. You must make it possible for your employees to know their place in your business universe. Organizational charts are an important part of the employee manual. These charts show employees who reports to whom, which departments are most important, and the order of operations in the business. This information helps employees understand what they must do, who they report to and how what they do fits in with the rest of the business. Help your employees be better employees by giving them the information they need to succeed.

 

 

Job Description

 

An employee cannot succeed at work unless that employee knows what she should be doing at work. Each employee has a job to do and each job is important and necessary to the success of the whole business. By providing a written job description for each employee in the employee manual, employees know what they are supposed to do and the roles those around them play in the success of the business. When creating job descriptions, be sure to include all tasks large and small that an employee will be expected to carry out.  Be sure to add language that lets employees know they may be asked to do the jobs of other employees in the organization from time to time. It would also be wise to add a sentence that states, employees will also be called upon and expected to do tasks that are not specifically listed in the employee manual. This last requirement is important because it is what allows you to ask things of employees that are not listed in the manual but crucial to the success of the organization.

 

The following is the complete list of 20 Business Tips from James, Davis and Associates. Click here to be directed to a page where you will be able to purchase an e-book containing the entire  20 tips. 

  1. Create a plan to keep your business going if you get sick.
  2. Pay attention to where the money comes from for your business.
  3. Read, review, and revise your business plan on a regular basis.
  4. ABL –  Always Be Learning better ways to run your business.
  5. Update your technology as needed to remain productive.
  6. Update employee manuals to include job descriptions.
  7. Look for ways for your business to contribute to the community.
  8. Participate in career days at local middle and high schools.
  9. Communicate with fellow entrepreneurs on a regular basis.
  10. Never forget your business is a role model for other entrepreneurs.
  11. Make sure your business looks inviting and not chaotic.
  12. Clients will look for you on social media so put your best foot forward there.
  13. Do not dismiss customer complaints without objectively seeing if they are valid.
  14. Look for ways to improve customer service.
  15. Pay employees a fair wage and expect good quality work.
  16. Make sure you know every job needed in your business.
  17. Look for ways to give your employees rewards for increased productivity.
  18. Make sure the posts on your social media channels help your business.
  19. Obey all the relevant local, state, and federal laws.
  20. In business be old-fashioned, let your word be your bond.