What Should Employee Handbooks Include for Oklahoma Law Firms?

Employee handbooks serve a dual function for Oklahoma law firms. First, they help the firm avoid liability by making its policies and expectations clear.

Second, they use the same rules and requirements to manage employees in a way that makes the firm profitable.

Setting Expectations

Every business has to make the essential ground rules clear to staff, and law firms are no exception. Policies on the following must be addressed to eliminate the possibility of misunderstandings later.

• Behavior Policies: Examples include required attendance, dress code, personal use of company equipment and technologies, how to apply for vacation time, and policies on smoking and substance abuse.
• Confidentiality: Law firm employees handle a lot of confidential and proprietary information, so it needs to be expressly stated what the privacy policies are and on what types of information they apply.
• Complaint Procedures: Employees need to understand what they have to do if they want to lodge a complaint.

Before writing the section on employee requirements, the firm’s managers and HR staff should determine what issues are important to the company.

Is there a corporate culture that mandates a particular dress code? Is text messaging on the job permitted? Can employees blog about the firm? If these are important matters, address them in the handbook.

Explaining Responsibilities

An excellent handbook will clearly explain the firm’s responsibilities toward its employees. These responsibilities include:

• Compensation: It should be clear to the employee how often they will be paid, by what method (check, direct deposit) and how they should submit their hours.
• Paid Time Off: The firm’s employees should understand how much paid time off they will receive based on job title and years with the company. The same section also needs to clarify the approval procedures for vacation time and how many days an employee may be out sick before a doctor’s note is required.
• Other Benefits: These include health insurance, retirement benefits, maternity leave, and time off under the Family and Medical Leave Act (FMLA).
• Anti-Discrimination Policies: These include assurances that discrimination by sex, race, religion, national origin, and age are illegal and will not be tolerated at the firm. Policies prohibiting sexual harassment must also be included.
• Discipline: Disciplinary steps for those who violate the firm’s rules should also be provided.

Communicating Office Procedures

While office procedures are incidental and not as relevant to employee duties, having information like the following in writing improves productivity because newer staff are not regularly interrupting their senior co-workers or managers to request guidance.

• How to order office supplies like paper and notepads
• What number to call if the copier breaks down
• How to use the postage machine

Bottom Line

An employee handbook can help a firm run more smoothly. If it is well-written, with clear rules and instructions that are in accord with employment law, it minimizes liability over misunderstandings, improves team efficiency, and enhances overall profitability.

 

How effective is the employee handbook at your firm? Let us know your thoughts in the Comments box below.

 

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