Staff handbook, policies and guidelines

The workplace bible

An employee handbook serves several important functions, both for the employee and the employer.
Firstly, it has a practical function by ensuring that all employees are aware of
what applies to important issues such as holidays, working hours, pay and benefits. It acts as a simple encyclopedia
to get quick answers on workplace rules and guidelines.

Secondly, a staff handbook has a labor law function. As a lawyer, one of the most important
questions often ask: "Does the employee know what rules apply in the workplace?"
By having a well-documented employee handbook, the employer can more easily prove that rules and policies have been clearly
communicated to workers. This is particularly important in labor disputes.

It is also common for employers to include a clause in the employment contract stating that the employee
have read the Staff Handbook and accepted the rules and guidelines set out therein.

What should be included in a staff handbook?

There is no exact rule on what a staff handbook must contain - this is decided by the employer depending on the needs of the business.
However, there are some requirements for written procedures, documentation and policies. These are usually included in the staff handbook in one way or another.

Perfect, then we refine the table so that it only contains the written requirements directly related to health and safety, whistleblowing and data protection - i.e. without pay mapping/active measures.

Mandatory written documents/procedures for staff handbook

Type	Document / procedure / policy	As regards the requirement	Law/Regulation
Policy	Work environment policy	In writing if ≥10 employees	AML 3:2a, AFS 2001:1
Rutin	Procedures for systematic work environment management (SAM)	In writing if ≥10 employees	AFS 2001:1
Documentation	Risk assessment template	All employers, especially in case of changes	AFS 2001:1, 8 §
Rutin	Procedures for work adaptation	In writing if ≥10 employees	AFS 2020:5
Rutin	First aid and crisis support procedures	All employers	AFS 1999:7
Rutin	Policy against victimization	All employers	AFS 2015:4
Rutin	Industry-specific procedures (fire protection, chemicals, asbestos, chainsaws, contamination, etc.)	Only if the risks are in the business	Respective AFS (e.g. AFS 2011:19, AFS 2014:43, AFS 2012:1)
Rutin	Procedures and guidelines against harassment, sexual harassment and retaliation	All employers	DiskL 3:6
Policy / Procedure	Privacy Policy	All employers	Law (2018:218)
Rutin	Internal whistleblowing function incl. policy	Employers with ≥50 employees	Law (2021:890)

Recommended content (good to have)

Type	Document / procedure / policy	Purpose	Commentary
Policy	Company values & vision	Creating common culture & direction	Strengthening the employer brand
Policy	Order & well-being rules	Clarity about workplace expectations	Reducing conflicts
Rutin	Sick leave, VAB & vacation	Practical guidance for employees	Relieves managers/HR
Rutin	Travel policy & cost management	Order & fair treatment	Important for travel & hospitality
Policy	Distance/hybrid policy	Regulating flexibility	In demand after the pandemic
Policy	IT & social media policy	Protects the employer & clarifies responsibilities	Link to GDPR & duty of loyalty
Policy	Clothing policy (if needed)	Adaptation to customer contact & security	Industry dependence
Policy	Wellness & Health	Promotes well-being & work environment	Can be linked to health and safety responsibilities
Plan	Skills development	Clarify opportunities	Increases engagement & retention
Policy	Alcohol & drug policy	Clarify the employer's position and procedures in case of abuse	Position statement

Policy and guideline complement each other

Policy

Objective: A policy is an overarching framework that sets out what an organization wants to achieve and how it approaches certain issues.
Character: Policies are prescriptive and often more static - they rarely change and act as a framework for decision-making.
Example: A health and safety policy that clearly states that the employer shall ensure a safe and healthy working environment for all employees.

Guideline

Objective: A guideline is a specific instruction or recommendation on how to practically follow and implement a policy.
Character: Guidelines are more flexible than policies and can be adjusted as needed.
Example: A guideline specifying how health and safety inspections should be carried out and reported in the workplace.

Summary:

Policy: Setting up betting to be achieved and the overall principles.
Guideline: Focus on how the policy will be followed in practice.

Therefore, policies and guidelines complement each other, with policies setting out the overarching rules and guidelines setting out how these rules should be implemented.