When to Retire Your Staff Handbook
We like to say that a Staff Handbook is a “living” document. It is not static, but constantly changing as legislation shifts and your organizational culture morphs over time. As with every living being, it has a beginning and an end. But how do you know when it’s time to put your Staff Handbook out to pasture?
It might seem backward to start at the end of a Staff Handbook’s lifecycle, but if you currently have a handbook, this is exactly where you need to start: asking if it’s reached the end of its usefulness.
There’s no hard rule about how long a Staff Handbook is “good” for, but we have found that they usually become noncompliant and even obsolete two years after creation. That might seem like a short lifespan, but think about all the things that can change in just one year: federal laws, state laws, local laws, employee count, benefits, organizational culture, and even vernacular. After two years, it’s best to simply start over so your Staff Handbook is not only compliant but still looks and feels like your organization.
After creating your fresh and shiny new handbook, you’ll want to review it in its entirety at least once a year. Identify areas that you need to update or revise. Pay close attention to labor laws. (We release a list of updated federal and state-specific laws at the end of January each year. This makes for a great Staff Handbook refresh!) Although most changes are usually finalized in mid-January, laws can change at any time throughout the year.
If you don’t have a dedicated HR person, find someone on your staff who can keep an eye on legislation and give you a heads-up when a change is coming down the pipeline that will affect your organization. (Don’t have anyone who enjoys regular legislative deep dives? Check out HR On Call and get an HR pro in your back pocket who can keep you up to date and compliant with monthly check-ins!)
If you do need to revise your Staff Handbook, make sure to do so immediately. Waiting for a whole batch of updates is never a good idea as it could leave you vulnerable and many times out of compliance. Distribute new copies to all your employees—this is where a digital handbook not only saves time but trees! For significant changes, have each employee sign new acknowledgment forms.
While there is no wrong time to create or update a Staff Handbook, we do recommend steering clear of Q4, if possible. With so many changes that occur in the new year, it’s easier to hit the ground running in Q1 with a fresh handbook.
Wondering if your Staff Handbook needs a refresh or a total redo? Join two of our ministry HR experts as they discuss the lifecycle of a Staff Handbook!
Authored by the HRMS Team, a group of dedicated church HR experts who draw from extensive ministry experience to keep your organization compliant and healthy. Schedule a call and find out how we can help you simplify your organization’s HR here.