There are many variables that can affect the success of your self-care business, but your staff should be the least of your worries. Enter: The employee handbook. 

Employee Handbook For Small Self-Care Businesses: Full Guide

An employee handbook can be key to your self-care business’ success, helping you manage and grow your teams, all while providing a handy guide of rules and policies. This article will explore why self-care businesses like spas, salons, and yoga studios can all benefit from a comprehensive and well-defined employee handbook. We’ll also help guide you through the elements that make an effective employee manual. 

What Is An Employee Handbook?

An employee handbook, or employee manual, is a document outlining several of your business’ many policies, expectations, and overall vision. The staff handbook serves as a central guide for all of your employees, providing information like site rules, dress codes, vacation policies, and/or any other guidance that facilitates a safe and productive work environment. 

3 Reasons Why You Need An Employee Handbook For Your Small Self-Care Business

An employee handbook for small businesses in the self-care industry can be crucial to a smooth and efficient operation. Three main reasons to create a staff handbook include: 

1. Clear Communication

When the rules are clear and easily accessible, it reduces the chance of miscommunication or confusion. When it comes to the safety and well-being of your clients and other staff, it’s best not to leave anything to chance. An employee handbook will outline all the necessary criteria to fostering a positive work environment, such as rules for employee-client interactions, conflict resolution, harassment policies, and others.  

2. Protection And Risk Mitigation

A staff handbook provides firm documentation of employee expectations, worker’s rights, and outlines for behavior. While these aren’t legally required, handbooks can serve as proof that you communicated proper protocol to the employee should any legal issues arise, potentially minimizing your business liability. 

3. Reference

With an employee handbook, there should never be a question for how things should get done. Rather than having your employees constantly turning to you for guidance or asking about policies, the handbook can provide all the information at their fingertips for whenever they need it. This not only streamlines your day-to-day, but can encourage more independence amongst your employees. 

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7 Elements Of A Small Self-Care Business Employee Handbook

Every self-care business will have different needs and expectations for their employees—for instance, a salon employee handbook will likely not work for a yoga studio. However, there are a few basic elements that can support nearly any self-care business. 

1. Overview

Your introduction is a brief statement that outlines your business vision. It can inform your employees about your business goals and how you plan to achieve success. This information can also address your values, work culture, or any other necessary details to help employees understand how you run your business. 

2. Company Policies

Policies regarding hygiene, sanitation, and safety benefit both your staff and the clients by creating clear and enforceable standards for impeccable service. You should also include information on policies regarding vacation days, sick leave, breaks, attendance, employee benefits, or any other rules you’ve established for your business. 

3. Client Confidentiality

Outlining your client confidentiality policies ensures your staff takes the utmost care and precaution when handling customer data. This is especially important if you own a self-care business that involves your client’s medical information. However, it’s still good practice to take the necessary steps to protect your clients’ other sensitive information, like credit card information, addresses, and phone numbers. 

4. Dress Code

Depending on the type of business you run, you may or may not need to implement a dress code. For instance, if you own a spa you may require your employees to wear all white, scrubs, or a particular uniform. If employees can wear what they like, you may want to stipulate what exactly qualifies as appropriate work attire at your business. 

5. Client Service Standards

Your employee handbook sets the bar for client treatment and the type of service quality you expect of your employees. This, of course, varies between businesses, but can be useful to have on paper. For example, a salon employee handbook may state that stylists are expected to hold friendly conversation with their clients, whereas a massage spa handbook may direct employees to remain silent during sessions to foster a more calming atmosphere. 

6. Professional Conduct

The handbook should also outline the type of professional behavior required of your staff, including how you expect employees to resolve conflicts with other staff members (as well as clients), and potential disciplinary actions. It’s useful to detail how incidents of harassment or other misconduct will get handled and let employees know the right protocol for conflict resolution. 

7. Non-Discrimination Policies

While an employee handbook itself is not required by state law, some states do require all businesses to inform employees of their non-discrimination policies. These types of policies help protect employees from discrimination based on age, gender identity, ethnicity, religion, age, disability, or sexual orientation.

How To Write An Employee Handbook In 4 Steps

Creating an employee handbook can take a bit of time, but the value it provides is worth the effort. Keep reading to find out how you can create your own handbook in just a few steps.

1. Gather Information

Take time to review all the information you’ll need to build a bespoke handbook for your business. Think about your business as a whole, and what you value most as an employer. Consider the type of culture you want to build, how you envision your success, and any legal obligations you have required by your state. 

2. Structure Your Handbook

Arrange your information in a way that’s easy to follow and digest—and without leaving anything open to misinterpretation. Outline your policies and be as detailed as you need to be to ensure your rules are clear and adherable. Though, you’ll want to avoid overloading your employees with too much text, as you want them to remember the most pertinent aspects of your policies. 

3. Use Templates

Check out some sample employee handbooks from other businesses to get an idea of how other companies draft and structure their policies. Employee handbook examples can give you the inspiration (or even just the template) you need to create your own effective handbook. 

4. Revise and Refine

Periodically review and update your employee handbook to ensure you have provided the most relevant information to your staff. Over time, some policies may change or new rules may come into place as you expand, succeed, or encounter difficulties, so it’s good practice to check and update your guide. 

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Employee Handbook Mistakes To Avoid

While an employee handbook is a good idea for any business big or small, there are a few mistakes to avoid when creating your staff manual: 

Not Checking The Law

The rules for your business do not supersede those established by the government or your state. Ensure that any policies you have are in compliance with both local and federal mandates, such as any policies regarding overtime pay, rest breaks, or termination. In addition, you may want to double check that your dress code policies don’t infringe on religious freedoms in the workplace, or that rules regarding cell phone use during working hours does not affect those with disabilities who may need their devices to properly communicate. If your policies conflict with what is required by law, you may set yourself up for liability. 

Using Complicated Wording 

You want your handbook to be as clear and specific as possible so that every employee has a firm understanding of your policies and behavioral expectations. Filling your handbook with legal jargon or complex language can create confusion and reduce the chance your employees can faithfully execute your policies. 

Messy Formatting

Throwing all the rules and regulations you can think of on a page will not be as beneficial to your business as a carefully constructed guide. Structure your handbook in a way that flows easily for the reader. Delineate your categories, include a table of contents, and separate big chunks of text to make it easily digestible. Keep your sentences brief and to the point, while also maintaining the tone and ‘vibe’ of your business. 

Empower Your Self-Care Team With GlossGenius

An employee handbook for small, self-care businesses can keep your staff on the same page, while communicating their rights and clarifying your rules and philosophies. A handbook can protect you and your business, while also offering protections for your employees that can help keep everyone safe. 

With Payroll and Team Management tools, GlossGenius is the ultimate partner for your self-care business. Join GlossGenius today to see how we can help you streamline your business and ensure you stay on the road to success!