Human Resource Management 15th Edition by Robert Mathis,John Jackson,Sean Valentine ,Patricia Meglich

Exercise 2

Taking Your Handbook Online
Moving from a paper handbook to a digital one can help companies cut costs, make updates easier and quicker, and provide employees with a more interactive format. Before jumping in and simply copying all the content from paper to digital form, HR professionals and other managers should take some time to plan for a smooth transition. The following steps can help make the process go smoothly:
1. Put the acknowledgment up front. Set up the handbook so that employees must first read all disclaimers and complete an acknowledgment before gaining access to the handbook contents.
2. Require employees to log in. Required use of company passwords and sign-on credentials limits access to this internal document to those who have a legitimate right to read it. The handbook is not generally made available to those outside the company.
3. Link handbook content to relevant information. A powerful use of online handbooks is linking related documents and information for employees. For example, in the section that discusses payroll, link to tax withholding forms to make it easy for employees to find the correct documents.
4. Include email and telephone contact information for HR staff. Many employees prefer to contact HR to ask questions or get clarification of policies or benefits. Make HR easy to reach so that employees see the staff as supportive and available.
5. Proofread everything before it goes "live." Model good practice and verify spelling, grammar, and punctuation before releasing content. The handbook should represent the professional image of HR and the company. Test all the hyperlinks and keep them current if linked content is moved or changed.
6. Notify employees of the change. Announce the change to an online handbook in a way that ensures all employees will know about the new format. Consider a mandatory sign-on within the transition period and required acknowledgement. Check in with employees that don't respond so that you can answer any questions they may have.
7. Immediately notify employees of changes. Be sure to develop a process for maintaining the handbook and letting employees know when things change. While an online handbook can be easily updated, it is critical that employees are notified when important changes are made to policies and procedures.
8. Keep a few printed copies available. Some employees are not comfortable with technology and may prefer a hard copy of the handbook. Print a few and let employees know that they are available on an "asrequested" basis. Be sure that the printed copies always reflect the most up-to-date version of the handbook.
Using technology to disseminate policies and other important employment information can be efficient and effective. Consider the following questions about online handbooks:
How often would you determine if changes to an employee handbook were needed? How would you notify employees of changes to handbook contents?