Why Your Employee Handbook Needs to be Written in an 8th Grade Reading Level

Freshly hired employees are thrilled to secure a position within the company, brimming with enthusiasm and anticipation. But does your employee handbook maintain this positive atmosphere, or does it dampen the mood with an abundance of rules, legal jargon, and do’s and don’ts? While we're not suggesting an overly whimsical, illustrated handbook, it's essential to have one that exudes a welcoming and easily understandable tone—something more akin to a helpful guide rather than a stern lecture from a wary neighbor.

Whether it's distributed to new recruits or updated for existing staff, the employee handbook serves as HR's primary means of communication with its audience. It should reflect the department's friendly demeanor, willingness to assist, and expertise.

Outlined below are common pitfalls to avoid when crafting or revising your handbook. Our downloadable "Team Member Handbook" offers valuable guidance to ensure your document maintains a positive and inviting tone for employees.

Pitfall #1: Initial Disconnection

Many handbooks kick off with a lengthy letter from the CEO, someone most employees seldom interact with. Why not start with insights and advice from fellow employees or a cheerful introduction to company culture instead? If the CEO wishes to extend a welcome, perhaps a brief "welcome to the team" message suffices.

Pitfall #2: Excessive Formality and Complexity

The handbook shouldn't resemble a dry policy document. If it's filled with semicolons and Roman numerals, it's likely too complex for various education levels. Aim for language that's easily comprehensible, akin to conversational speech. Short sentences and paragraphs enhance readability.

Updating the handbook to include post-2020 information is crucial if it's been neglected.

Pitfall #3: Lengthy and Dense Content

Would you prefer a 100-page manual or a concise 25-page summary when setting up a new television? Similarly, the handbook can't cover every detail but should highlight essential information and direct employees to additional resources. Although compliance documents typically lack design flair and humor, they should remain readable and beneficial to employees.

Incorporate bold subheadings, bullet points, and callout boxes to break up text and emphasize key points.

Pitfall #4: Authoritarian Tone

Examine the handbook for excessive use of the word "must." Soften directives with phrases like "we expect" or "you should." Similarly, avoid a heavy-handed tone with the word "don't." The handbook should foster a sense of mutual respect and approachability rather than an atmosphere of suspicion or distrust. Strive for reasonable expectations that make HR seem accessible to employees.