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Crafting or updating a company's handbook is a crucial task that requires careful consideration of which policies should be non-negotiable and when to allow for flexibility. Striking the right balance between consistency and adaptability is essential to create an effective handbook that aligns with the organization's goals and values while accommodating evolving needs and circumstances. But how does one make such decisions?
Below, 19 Forbes Human Resources Council members reveal the factors that influence the determination of non-negotiable policies and the instances where flexibility can foster a dynamic work environment.
1. DEI Policies And Programs
Diverse, equitable and inclusive policies and programs that make employees feel embraced, welcomed and heard by their employers: These are non-negotiable, as recent reports found over a third of employees currently feel they do not have a voice at work. One-off DEI initiatives don’t cut it for employees. These practices must be ingrained into the fabric of a company. - Corey Berkey, Employ
2. Policies Based On Organization Risk
Today's workforce wants a simple, sleek engaging handbook as a ready reckoner. To ensure three times higher engagement, experience and retention, it is not just to dichotomize policies as non-negotiable and negotiable based on basic organization risk, cost and reputation. Going beyond by embedding flexibility, autonomy, mastery, purpose and personalization into each policy drives intrinsic delight to comply. - Dr. Christina Augustine
3. Programs Aligned With Organizational Values
Non-negotiable policies are those centered around opportunities for growth and development. All policies should remain consistent and be aligned with organizational values. A company handbook outlines the guiding principles for operations and should enable employees to feel a sense of belonging and create an equitable environment where all employees are free to be their most authentic selves. - Antoine Andrews, SurveyMonkey
4. Legal And Regulatory Policies
A company's core values, policies on legal and regulatory requirements, employee health and safety policies, grievance handling and discipline policies and anti-harassment and anti-discrimination policies are some of the major non-negotiable elements. Polices on performance management, rewards and recognition are negotiable items that may require a bespoke approach depending on the variables. - Subhash Chandar, Laminaar Aviation Infotech
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5. Remote And Flexible Work Arrangements
Start by designing with a people-first lens filtered through your mission, vision and values. Next, collaborate with your people and review current policies to identify opportunities to evolve organizational thinking. Remote and flexible work arrangements immediately come to mind. Then, seek legal counsel to ensure compliance with applicable laws and regulations for your industry and location. - Will Gaines, Super Store Industries
6. Industry-Specific Policies
Legally required and industry-specific policies are typically your non-negotiable policies. However, some custom policies exist to guide culture and clearly define expectations. When deciding if flexibility can be allowed, you should ask yourself, what percentage of the workforce could be awarded flexibility? Is there a financial burden? Will it cause unfair or inconsistent work practices? - Veronica Oubayan, CarepathRx
7. Family-Friendly Workplaces
For today's workforce, work-life integration and family-friendly workplaces are a top priority and are where I'm most willing to be flexible. I value my team, and their lives outside of work, and am willing to accommodate employees who need to prioritize their mental, familial and emotional health. - Dirk Doebler, Parento
8. Ethical Policies And Regulations
Legal and ethical necessity is our first consideration: some rules are mandatory and non-negotiable. We also consider strategic objectives, equity, safety and core values. Policies should align with our culture and business goals. Lastly, we consider employee feedback; policies should reflect the needs and expectations of our workforce to increase employee satisfaction, engagement and performance. - Marcus Bryant, Second Harvest of Silicon Valley
9. People-Centric Policies
To compete in a global talent pool, employers must adapt their policies to meet the needs of their employees. Policies must align with current company needs and regional cultural requirements. Developing people-centric policies means acting on the feedback your teams give and integrating it into the policies. The flexibility comes from hearing and acting on the feedback you get, not just asking for it. - Bjorn Reynolds, Safeguard Global
10. The Company's Founding Principles
Employee handbooks should be reviewed at least twice a year as laws and mandates change staff should be made aware of their rights that are non-negotiable. But the core values of the company should also hold strong as they shape culture. Flexible policies should be based on the changes in the business but non-negotiable policies should be based on compliance and a company's founding principles. - Imani Carroll, Just Food For Dogs
11. Company Values
Our handbook is based on company values—whichever policy is strictly connected to core values is non-negotiable. Anything that is a side policy can be changed to align better with values and what we're building as a team. - Nick Frey, Avomind
12. Policies Critical To The Business
If the policy is reliant on something critical to the business, like customer delivery, it should be considered non-negotiable. The same is true when there are legal issues involved. If the policy involves something like starting earlier in the day while working remotely, it can likely provide flexibility. Common sense, trust and consistency are key factors to consider when deciding. - Jennifer Rozon, McLean & Company
13. Goals And Values Of The Business
A company handbook should contain policies reflecting the overall goals and values of your business. When determining if a policy is non-negotiable, weigh any legal ramifications you would encounter if the policy was not adhered to strictly. If the policy is purely a company preference, embrace flexibility, especially if updating it would support the company's overarching mission. - Laura Spawn, Virtual Vocations, Inc.
14. Federal, State Or Local Policies
We update our handbook annually or as laws change. Anything that follows a federal, state or locality law is pretty much non-negotiable. Company-created policies can allow for flexibility, but it will depend on the situation, as well as setting a precedent for the future. We need to evaluate how it will impact the company, employees, customers and other policies. - Erin ImHof, CertiK
15. Employee Safety Policies
Non-negotiable policies are typically driven by legal compliance, employee safety or ethical considerations. Flexible policies can vary depending on the situation, employee needs and evolving workplace dynamics. The decision is based on balancing between complying with legal and ethical guidelines, promoting a positive work environment and supporting organizational goals. - Joseph Soares, IBPROM Corp.
16. Safety And Corporate Culture Policies
The handbook governs the employee experience; there isn't room for variance when it comes to employees' health, safety and commitment to corporate culture. Policies that discuss working arrangements, dress codes or other low-risk expectations can be flexible. Handbook execution conveys leadership's investment in the workforce and is a cornerstone in building trust between leadership and employees. - Laci Loew, XpertHR (a division of LexisNexis)
17. Policies To Protect The Organization
Non-negotiable policies are typically those that ensure compliance with laws and regulations, protect the organization and its employees and maintain a safe and respectful work environment. Flexible policies can be adapted based on individual needs or circumstances and often pertain to work culture, employee benefits and work-life balance. - Britton Bloch, Navy Federal
18. Legal-Based Policies
The decision should be based on the needs of the business and the reason for the policy. Any policies in place for legal reasons, such as those banning discrimination, should be non-negotiable. However, the flexibility of a policy on late arrivals to the office, for instance, may come down to the needs of the business or even that specific team. - Niki Jorgensen, Insperity
19. Policies Supporting Core Values
As I contemplate the policies that will grow my company, I take into account various factors, including the adaptability of the regulations. My first priority is compliance with legal requirements and prioritizing the safety of our employees. Then I focus on the core values we have for ourselves. Upholding ethical standards, positive conduct and fostering diversity are key components of our success. - Bill Fanning, Greetr, Inc.
