Software Review — Thompson’s Employee Handbook Builder

I’ve written before about the challenges of preparing and revising employee handbooks.

The ideal solution, particularly for smaller companies, would be a system making it easy and relatively inexpensive to create, distribute, and update handbooks customized to a particular company’s practical and legal compliance needs.

Thompson Publishing Group’s Employee Handbook Builder will fit the bill for many companies, though it may not entirely eliminate the need for some expert consultation.

Balancing Standardization and Customization

Businesses may be tempted to take the least expensive route — wholesale adoption of a standardized employee handbook prepared without regard to the particular needs of the business, and without regard to variations in state law. This would be a mistake. Such a standardized approach would risk overlooking important issues of policy and wording. The result could be practical and legal problems — possibly worse problems than without any handbook.

On the other hand, while customization is thus desirable, handbook preparation is also clearly open to considerable standardization. The process need not involve paying high-priced professionals to “reinvent the wheel.”

Ideally, then, standard handbook provisions should be used as a starting point, to be modified based on input from labor counsel and/or legally knowledgeable HR consultants, as well as from management personnel closely acquainted with existing company operations and practices.

Trying Handbook Builder

It was with these principles in mind that I eagerly test drove Thompson Publishing Group’s Employee Handbook Builder. I was pleased to find browser-based software for handbook preparation that provides a nice balance between standardization and customization, using a simple, intuitive interface.

Working with attorneys from Jackson Lewis LLP, Thompson created a series of standard handbook provisions and a browser-based interface providing several distinct levels of customization.

The end product, after customization, is an electronic handbook hosted by Thompson, with password protection available. The handbook can also be printed. A subscription to the Handbook Builder also includes e-mail updates if handbook provisions are impacted by a new law or regulation. Thompson’s base price is for a basic multi-state handbook, with state-specific components added for an additional per-state charge.

How Handbook Builder Works

The handbook creation process follows an interview format, with the first level of customization occurring automatically as the user responds to basic questions. As the interview proceeds, after relevant questions are answered each handbook section appears in a convenient editing window, which allows unlimited further changes. This is the second, very flexible level of customization.

Along with rewording, deleting, or adding material, this window allows basic formatting changes, such as: bold, italics, or underlining for emphasis; justification; and bullets and automatic numbering. A spellchecker is also included.

Personally, I would break up some of the longer paragraphs and use more subheadings and bullets, particularly for reading on a computer screen. Not a problem with this interface. However, I would also like the ability to change font from what looks like a 10 point Times New Roman, and this does not appear possible. Maybe in the next version.

The final level of customization is that a Handbook Builder user may add entire new sections to cover an employer’s special policies and procedures, or additional matter such as company history and mission statement.

“Explain This to Me” Pages Add Much Value

The editing window for each handbook provision includes a button marked “explain this to me.” While this sounds like a “help” link one need only consult in the event of some question or confusion, I highly recommend that the user review each and every one. The linked explanation pages contain some of the Handbook Builder’s most valuable content. It is here that one finds commentary from the attorneys, issues to consider in customizing sections, and potential state law concerns to evaluate. This content is a key feature distinguishing the Handbook Builder from text-only model manuals.

Contents of the Standard Handbook Provisions

I did not directly compare the Handbook Builder’s standard provisions to ones I have used myself in drafting handbooks. I did read each of them, however, and found that they covered the ground typically covered by such handbooks in a clear and direct manner, with no apparent errors or inadequacies.

If I were using it to create a handbook for a company, I would undoubtedly spend some time editing it to suit my style and preferences, and considering various customizations to more closely suit the employer’s circumstances.

The beauty of this product is that while providing a great ready-to-go handbook for the basic user, it also serves as a fine tool for speeding, focusing, and improving the handbook creation process in the hands of a professional.

Conclusion

So, does the Handbook Builder from Thompson Publishing live up to its promise of allowing creation of a “well-crafted employee manual” in about an hour? Is it the “revolutionary new product” it claims to be? These claims may involve a little “puffing,” but it is a product well worth investigating, with a 30-day trial period.

One can certainly rush through the handbook creation process in an hour, and wind up with a very presentable handbook. But if one reads and carefully thinks through all the issues raised on the “explain this to me” pages, and takes time to ensure that handbook provisions are consistent with existing policies, it will take longer – and result in an even better handbook.

I don’t know about “revolutionary,” but the Handbook Builder certainly is a very useful and perhaps unique tool for performing an important task in an efficient, focused manner. It makes excellent use of document assembly technology through a very intuitive and easy-to-use browser interface, and should be considered by any employer creating or revising an employee handbook.

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