Common handbook problems—and how to fix them
A strong employee handbook does more than explain the rules. It sets clear expectations, keeps communication consistent, and helps protect your organization. But getting the process right isn’t always easy. It’s common for HR professionals to hit roadblocks when building or updating them—unclear ownership, outdated policies, clunky wording, or missed legal updates. These gaps can create confusion, frustrate employees, and open the door to compliance risks.
Fortunately, many of these problems can be avoided or fixed. With the right approach, you can build a handbook that reflects your values, supports your people, and stands up to scrutiny. This article tackles some of the most common issues HR faces when building and updating an employee handbook and offers practical steps to address them.
Common issues when building an employee handbook
Leadership doesn’t see the value
When leadership doesn’t see written policies as important or necessary, they may treat creating the handbook as optional. However, a handbook is a tool for educating all employees about important policies, such as harassment, discrimination, equal opportunity employment, etc.
To overcome resistance, educate leadership on how unclear or unwritten policies can lower morale and create confusion. When expectations aren’t clear, employees feel unsupported—and that often leads to avoidable issues. A well-written handbook not only supports workplace culture but also helps reduce the risk of legal claims.
Misalignment of goals or content
Misalignment may happen if expectations are not established early in the handbook development process, and consensus is not reached on what will be in the final product. Understandably, the HR team shouldn’t be expected to be the only team responsible for building the employee handbook. You need input and alignment from other stakeholders like legal, leadership, operations, and managers.
To avoid misalignment, consider conducting a meeting early in the process with the key players who will be involved in handbook development, policy review, and final approval. It’s also important to obtain initial feedback about the expectations of the group so that time isn’t wasted during the development process. Setting expectations early saves you time, reduces frustration, and sets the project up for success.
No timeline for handbook completion
Without a clear timeline, the project can drag on for months, or stall completely. To avoid this, consider building a project plan that outlines each policy that needs to be revised or developed.
During this process, you can
- Assign owners for each update
- Gain agreement on the timeline upfront from everyone involved
- Allow time for reviews and rewrites
Revisit the timeline regularly and remove roadblocks as they come up. The goal is to make steady progress.
Policies aren’t aligned with core values
A handbook should do more than list rules. It should reflect who you are as a company. Your mission, values, and business objectives are key components of the direction of an employee handbook. When policies conflict with stated values—like inclusion, transparency, or innovation—it creates confusion and weakens trust. Employees notice when your words and actions don’t match. To prevent that, start with your mission, vision, and values.
Keep them visible as you draft or revise policies. Ask: Does this policy support the kind of culture we say we want? If a policy doesn’t align with your values, it’s time to revise it—or rethink the value. Consistency matters. A values-aligned handbook helps employees connect with their purpose and know what’s expected of them.
Mixing policies with procedures and internal instructions
Simple procedures, such as how to complete timesheets or submit leave requests can be included in the employee handbook. But it’s important to remember that the purpose of the employee handbook is to inform employees about important policies, guidelines, rules, and employee benefits.
A common mistake is stuffing the handbook with step-by-step processes or internal tools meant only for managers. Keep the employee handbook focused on what all employees need to know: rules, rights, benefits, and workplace expectations. Leave complex procedures like performance reviews and progressive discipline to a separate manager’s manual.
Common handbook update issues
The completed handbook is not reviewed regularly
When handbooks are not reviewed on a regular basis, key employment law updates can be overlooked. The Department of Labor (DOL) enforces more than 180 employment laws, and according to SHRM, penalties for noncompliance are increasing. Upon completing the employee handbook, it’s important to build a review cycle. At a minimum, HR should review the handbook annually. Plan for reviews after key events, too—like a legal change, a merger, or a shift to remote work.
A handbook owner on the HR team should be assigned to manage this process as well. This person or group of people is responsible for staying up to date with employment laws and internal changes and should coordinate updates as needed.
Managers aren’t given a heads-up
When managers are left out of the loop, it creates confusion. They’re the ones answering questions and guiding employees through change—so if they don’t know what’s coming, they can’t lead confidently.
To overcome this, plan to meet with managers before you roll out anything to let them know what’s changing and why. During the meeting, you should:
- Walk them through the key policy updates
- Give them an opportunity to ask questions and raise concerns
They see things on the ground that HR might miss—like how a new attendance policy might affect shift coverage or how a time-off change could clash with seasonal workloads. Keeping managers in the know can provide valuable insight, builds trust, and ensures your updates actually work in practice.
Employees aren’t informed about policy changes
When employees aren’t made aware of handbook updates, it can lead to confusion, inconsistent application of policies, and missed expectations. Clear and timely communication is essential to ensure everyone understands and follows the updated guidance. Policy changes, whether big or small, need clear, timely communication. Avoid burying them in a long email no one reads. Highlight what’s new. Be upfront about what it means for their day-to-day.
When changes or enhancements are significant, consider scheduling a meeting or an email that highlights the updates clearly. If a meeting is called, allow time for discussion and questions. If you’ve got employees spread across multiple sites, consider in-person visits when possible. These efforts go a long way in building trust.
And don’t stop at one message. Use multiple channels—email, internal chat, team meetings, company intranet, or provide printed copies if needed. Make the information easily accessible and even easier to understand. At the end of the day, employees want clarity, and that’s where HR can come in.
Streamline your handbook process with the right tools
The handbook challenges discussed in this article often stem from outdated or inefficient processes. According to Deloitte, professionals spend roughly 57% of their time on administrative tasks, such as building and updating their employee handbook.
BLR’s Employee Handbook Builder simplifies the collaborative process of policy creation, version control, and distribution. Whether it’s your code of conduct, anti-harassment policy, or attendance guidelines, you can ensure employees always have access to the most up-to-date standards—no matter where they are.
For internally facing compliance needs, BLR’s HR Hero® offers comprehensive support. From incident response plans and internal audit procedures to guidance on performance management and termination practices, HR Hero equips HR teams and people leaders with expert-backed tools and resources to navigate complex compliance challenges.
Together, BLR’s solutions provide a unified approach to managing both public-facing and internal compliance requirements—streamlining workflows, reducing risk, and helping you build a confident, compliant workplace culture.
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