Your employee handbook is more than a guide for your team; it reflects the values, policies and operations of your business. But as your organisation evolves, so might the need to update its contents. Whether it’s keeping up with changes in the law or adapting to new ways of working, refreshing your handbook is a necessity. If you’re wondering whether you can make changes to a staff handbook, the answer is yes, but with some important legal and practical considerations to bear in mind.

Understanding Contractual vs Non-Contractual Content

A key factor in updating your staff handbook is determining which sections are contractual and which are not. In the UK, some policies – such as disciplinary and grievance procedures – might be legally binding if they’re explicitly referenced in an employment contract. Changing these requires consultation with employees or their representatives.

Non-contractual sections, such as guidelines for social media use or dress codes, are more flexible to update. To avoid confusion, it’s essential to clearly define what parts of your handbook are contractual. This clarity helps protect both your business and your employees, reducing the risk of disputes.

When Should You Update a Staff Handbook?

There are plenty of situations that might prompt a review of your handbook. Changes in employment law are one of the most common reasons. For example, recent updates to family leave entitlements or health and safety regulations could mean your policies need an overhaul.

Organisational growth or changes in workplace culture can also necessitate updates. Perhaps you’ve introduced hybrid working or want to reflect a stronger commitment to diversity and inclusion. Whatever the reason, reviewing your handbook regularly ensures it stays relevant.

How to Update Your Handbook Effectively

Updating a staff handbook isn’t just about making changes; it’s about managing those changes thoughtfully. Start by consulting employees or their representatives, especially for contractual updates. Listening to their feedback not only fosters trust but also ensures the changes are practical and well-received.

Communication is equally important. Once updates are finalised, explain the changes clearly to your team. This could involve a written summary, team meetings or even training sessions to help employees understand new policies. Accessibility is key, so make sure the updated handbook is easy to find.

For significant updates, consider asking employees to formally acknowledge they’ve read and understood the changes. This step reinforces accountability and ensures everyone is on the same page.

Balancing Employee Rights and Business Needs

When updating a staff handbook, it’s crucial to balance employee rights with organisational requirements. Employees have a right to be informed of changes that affect their terms and conditions. Employers, on the other hand, must provide reasonable notice and ensure transparency. By explaining why updates are necessary and how they benefit both the business and its people, you can reduce resistance and build support for the changes.

For example, introducing a remote working policy might be framed as a response to employee feedback about flexibility. Similarly, updating health and safety protocols could highlight your commitment to providing a secure workplace.

Real-World Examples of Handbook Updates

The types of updates needed will vary depending on your business. Recently, many organisations have had to adapt their handbooks to include policies on remote working, reflecting new norms in how we work. These policies often address topics like data security, home office setup and communication expectations.

Health and safety has been another focus area, particularly in light of COVID-19. Businesses have introduced measures such as hygiene protocols and guidelines for managing workplace outbreaks.

Overcoming Challenges When Updating Handbooks

Resistance to change is one of the biggest hurdles employers face when revising a handbook. Employees may worry about how updates will impact their roles or daily routines. To address this, focus on clear and empathetic communication. Explain the reasons behind the changes and how they align with your business values.

Another challenge is ensuring compliance with complex and ever-changing employment laws. Mistakes in drafting policies can expose your business to legal risks. Seeking expert advice can help you navigate these complexities and avoid costly errors.

The best way to manage updates is to make them part of a regular process. Schedule an annual review to check for changes in legislation or shifts in your business priorities. Encourage employee feedback to identify areas where policies might need refinement. Bear in mind that it’s always a good idea to keep a record of previous versions to maintain transparency and track the evolution of your handbook.

How The HR Dept Can Help

Updating a staff handbook can feel like a daunting task, especially when juggling legal considerations and employee expectations. That’s where we come in. Here at the HR Dept, our team of experts specialises in creating and updating staff handbooks tailored to your business needs.

We’ll work with you to ensure your handbook is compliant with current laws, reflects your organisational culture and supports a positive working environment. From drafting new policies to helping you communicate updates effectively, we’re here to guide you every step of the way.

If you’re ready to refresh your staff handbook, contact us today. Together, we can ensure your policies are up-to-date, legally sound and aligned with your business goals.