Is Your Handbook Tying Your Hands?

I've been doing a lot of handbook work for my clients lately. First quarter is the time to incorporate the new regulations, and just generally update things.

There's something I've been noticing with a few clients who constructed their handbook themselves, or have added on to it without having a comprehensive review - hyper-detailed policies. They've attempted to cover every foreseeable situation and how to deal with them in the handbook. Or, every time they have a situation come up that results in management action, they add that scenario to the handbook. Sometimes the hyper detail results from management trying to be generous.

Whatever the case, the result is a handbook that is long, confusing, and unintentionally restrictive. And, in most cases it ends up being restrictive for management rather than employees. Once you put something in writing, you are obligated to follow that policy.

I've also noticed another interesting side-effect of being overly specific: employees are compelled to start looking for loopholes. Often you wind up with someone who is skating along just outside of the actionable parameters that you've put in the handbook. Now you can't discipline them because they haven't technically violated the policy in question.

Your handbook should not be managing your employees for you. You should be doing that. And, you should have enough flexibility to deal with behavior and performance that is detrimental to the company.

Lay out your expectations clearly, but but broadly enough to leave managers room to maneuver. State that related behavior which results in a negative impact on the company or the team may result in disciplinary action, including termination of employment. Make it clear that managers will determine when discipline is necessary. Provide some broad subject areas that will be taken into consideration in making a determination.

Once your handbook is written, make sure your managers have the leadership skills to make appropriate determinations. Teach them how - and when - to document their actions. Don't compensate for lack of management skills by using your handbook as a band aide. Train your managers instead.