Employee Handbook

Employee Handbook Solution

The Employee Handbook adds a streamlined, visually appealing, and chapter-like experience to the traditional Wiki chapter listing. Our Employee Handbook Solution presents content in a way that's congruent with your brand and culture, so you can take a human-centric approach to communicating your company's vision and values in a way that's scalable and trackable.

Solution Overview



Business challenges 

  • Communications (Primary)
  • Culture and Engagement (Secondary)
  • Knowledge Management (Secondary)

Owners and audiences 

  • Human Resources (Owners) 
  • Governance Committee (Owners) 
  • Departmental leaders (Owners/Audience)
  • All employees (Audience)
  • Volunteers (Audience)

Business value 

The Employee Handbook Solution optimizes the content experience by surfacing Wiki content in a chapter-like way to instantly provide an improved path for consuming content. Instead of the native Wiki experience where articles are presented alphabetically, content can now be arranged, ordered, and presented in a way that optimizes the user experience.

Using the Igloo Wiki Article Widget, administrators can surface the content of any Wiki article in any Space or Page. In this way, you create a single source of truth—any time you update the original article, all instances are updated at the same time. Using the Igloo Wiki Channel as your source of content allows for every article to also have an “acknowledge” button (read tracking), requesting users to acknowledge they've read and agree to the terms outlined in the article. This is especially useful for policies, waivers, and registrations. Wiki articles also have version history, and tracked changes, and users can subscribe to articles to be notified of changes or comments.

Key features

  • Controlled order Wiki article display
  • Chapter-like experience
  • Version control 
  • Read tracking
  • Single source of truth 

Business Outcomes

Measuring success

The Employee Handbook solves communication-based challenges related to keeping employees informed and up to date with your organization's latest operational standards and policies. Outcomes for your Employee Handbook should focus on the effective communication of standard operating procedures and policies to all employees, including changes and updates that impact them and their ability to perform their daily duties.  

Key outcomes

Measuring against key performance indicators (KPIs) specific to the Employee Handbook allows you to determine: 

  • What policies and procedures do employees need to reference regularly?
  • What policies and procedures are employees not following consistently? 
  • What information gaps need to be filled to set employees up for success?
  • What people-focused goals and objectives can help with the transferring of operational knowledge to employees?  
  • What information-focused goals and objectives will help ensure employees understand and are able to follow corporate policies and procedures?
  • What process-focused goals and objectives will effectively leverage the Employee Handbook?

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Employee Handbook include:  

  • Optimizing the content experience
  • Maintaining a single source of truth
  • Tracking consumption and ensuring compliance

Business processes

You should incorporate your Employee Handbook into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. requesting changes to and updating corporate information, policies, procedures published in the Handbook)
  • Are there processes that need to change? (e.g. employee acknowledgment of and agreement to corporate policies)

Key areas

Key areas to pay attention to when measuring the success of your Employee Handbook include:

  • Wiki articles displayed in a controlled order
  • Chapter-like experiences
  • Read tracking and version control
  • Single source of truth

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Employee Handbook. Keep in mind that some of these KPIs will align with your organization's goals and objectives, while others may not. It's critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% Agree to Completely Agree Rating for "I found the Employee Handbook useful and easy to understand." (through Onboarding Survey)
  • X% increase in the number of views of Employee Handbook Wiki articles
  • X% increase in page traffic coming from email subscriptions
  • Average time of X to X minutes spent on Employee Handbook pages (determine the average time it should take an employee to read the information provided on each page of the Employee Handbook and if employees are spending less time than that, perhaps the information isn't being consumed; if employees spend more time perhaps the information is not clear)
  • X% increase in the number of Followers of the Employee Handbook Channels 
  • 100% Read Tracking completion on all content within the Employee Handbook with Read Tracking enabled 
  • X% decrease in the number of emails received regarding department-specific information that can be found in the Department version of the Employee Handbook 
  • X% decrease in the number of emails received regarding information that can be found in the corporate Employee Handbook 
  • X% decrease in the number of paper (hard-copy) materials containing Employee Handbook information 

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

The Employee Handbook Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Employee Handbook Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add content (e.g. policies, procedures, operational guidelines, SOPs) and apply permissions.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the Solution (e.g. HR team, Departmental leaders).

Drive engagement and adoption

With an intuitive information architecture and curated content, your Employee Handbook is now ready to launch. Follow the tactics below for a successful launch and to learn how to drive engagement and evolve this Solution as your employees' needs change.

Launch

  • Broadcast the Handbook: Create a series of groups (i.e. "New Hire", "6 months", and "1 year") that you can add members to, and broadcast the handbook out to them as needed. Use 'All Members' to broadcast a change that requires a new Read Tracking record.
  • Link to it: Use a homepage link or CTA to link to your Employee Handbook, so employees have it readily available (especially if they need to reference it frequently for Standard Operating Procedures).
  • Maintain a single source of truth: Make the Employee Handbook the only place people can access this information. By eliminating all other digital and paper copies, you're driving users to reference the handbook regularly.

Engage

  • Broadcast updates: Use the broadcast feature to drive users to updated pages, new content, and reminders to read articles.
  • Incorporate it into the onboarding experience: Pair the Employee Handbook with your employee onboarding process during a new hire's first few weeks, and reference it throughout their first year to keep them coming back. 
  • Reference governance policies: Provide key information throughout your Employee Handbook that may also appear in your Governance Center, or link to various policies in your Governance Center.

Govern 

This Solution should be managed by the HR team. 

  • Update regularly: Hold a regular meeting to review updates and changes to Employee Handbook content. 
  • Keep content updated: Ensure updates are made to any corporate policies and procedures as required so employees get the most recent information.  
  • Communicate updates: Make sure you communicate updates to the Handbook to employees whenever changes happen (e.g. use the Newsroom to push out your communication).
  • Confirm consumption: Set read receipts to ensure employees have read and understood Employee Handbook content, particularly for key policies and procedures. 

Evolve

  • Re-order information: Based on feedback and engagement levels over time, you can re-order Employee Handbook articles (before re-naming them) by rearranging the Wiki Article Widgets on a Page. The vertical navigation will automatically update to your new order.
  • Refresh images: Keep your imagery up to date with your overall branding to keep your Employee Handbook fresh and relevant. 
  • Partner up: The Employee Handbook solution partners well with the Onboarding Center Solution, the Governance Center Solution, and the Team Room Solution, and is often found as a secondary navigation item within these solutions. 
  • Leverage feedback: Review and incorporate feedback from frequent users of the Solution to include updates and changes that have an impact. 
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.

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