HR Policies for a Small Company to be Included in the Employee Handbook

Abstract

This paper addresses issues related to policies for a small company. The issues addressed herein include dress code policy, technology use, fraternization, and attendance. The paper discusses the relevant laws in the US that apply to the development of policies on these issues. It also offers directives on how the small business should go about shaping policy in accordance with a biblical perspective. For dress code policy, it shows that the Fair Labor Standards Act permits small businesses to mandate uniforms and that mandating a neat and clean appearance is neither unreasonable nor unfair from a biblical point of view. For technology use, it examines the Electronic Communications Privacy Act, the rights of employees regarding privacy, and the rights of employees when it comes to using technology while on-duty. It also discusses the ramifications of using social media to denigrate co-workers, managers, customers or the management of the small business. For the policy of fraternization, it recommends the adoption of love contracts to prevent the risk of potential sexual harassment lawsuits should workplace romances come to an end. For attendance policy, it defers to the US Department of Labor, the Americans with Disabilities Act, and the Pregnancy Discrimination Act, when making its recommendations. In all policy development, it is recommended that a biblical perspective be incorporated into the shaping of policy so that each one is produced with the love of employees and the good of the business at heart.

Introduction

Small business policies regarding dress code, technology use, fraternization, and attendance have been addressed by laws in the US. This paper will discuss policies pertinent to these four issues, based upon relevant labor laws. It will also integrate a biblical perspective when addressing these matters.

Dress Code Policy

Dress codes can be important for establishing a workplace culture in a small business (Galadanchi & Bakar, 2018). Moreover, because employees represent the face of the business to customers, expecting them to look their best is complementary to the objectives of the business. A well-dressed or uniformed workforce in a small business is an advantage when it comes to pleasing customers (Lee & Choi, 2020).

However, it is important such dress codes or uniform wearing not be prejudicial to gender or sex (Cochran, 2019). Uniforms, if mandated, should be un-biased in terms of race, gender, sex, age, ethnicity or religion. The Fair Labor Standards Act permits small businesses to mandate uniforms for employees. It is recommended that uniforms be paid for by the business and deducted as a business expense.

The policy should not be overly broad: companies have been challenged in court over overly-broad dress codes, and one court has ruled that a policy that obliges personnel to appear neat and clean is permissiblebut one that prohibits the wearing of insignia, emblems or buttons that do not represent the company is an over-stepping of boundaries on the part of the business (Martin & Upson, 2018). For that reason, company policy should establish a rule that employees appear neat and clean, in uniform or well-dressed, when on duty.

From a biblical perspective, one can see that what matters most is the interior disposition. 1 Peter 3:3-4 states, Do not let your adorning be externalthe braiding of hair and the putting on of gold jewelry, or the clothing you wear but let your adorning be the hidden person of the heart with the imperishable beauty of a gentle and quiet spirit, which in God's sight is very precious. This should be a reminder to employees that although their own individual tastes may be subjected to the regulations of the company with respect to uniform wearing, they are called by God to reflect their characters in their interior disposition rather than in how the present themselves in dress externally. The uniform is a way for the company to unite its workers and to project a shared culture of excellence. Therefore, no employee should feel as though his identity is being trampled upon because of a uniform policy, for Scripture reminds all that they should focus on the spirit.

Technology Use

The Electronic Communications Privacy Act of 1986 permits small businesses to monitor employees using technology such as time clocks, video surveillance, GPS systems and other non-invasive technologies, such as...

Attendance policy should be clearly defined. The employee should know how much time he has to report an absence in relation to when he is supposed to be on duty. This policy should be enforced equally for all employees.

Attendance policy should also abide by regulations stipulated by the US Department of Labor, which holds that a business is not obliged to pay an exempt employee for a work week in which the employee has not been at work. There are, however, other considerations to be made, such as how the business handles pregnancy leave. The Pregnancy Discrimination Act prohibits a small business of 15 or more employees from firing a woman who is pregnant or preventing her from returning to work for a time after the baby is born. Moreover, she is permitted by law to work up until the time she leaves; the business cannot restrict her from working just because she is pregnant. This law is enforced by the Equal Employee Opportunity Commission. A small business must be mindful of the needs of its employees when settingits attendance policy so as to preserve a good relationship with employees while maintaining the kind of strict discipline needed to ensure that the interests of the business are not neglected (Stumbitz, Lewis & Rouse, 2018).

From a biblical perspective, it is important to remember Colossians 3:22: You who are servants who are owned by someone, obey your owners. Work hard for them all the time, not just when they are watching you. Work for them as you would for the Lord because you honor God. A small business cannot thrive without the dedication of its staff. It must create an environment wherein staff want to come to work and want to commit so that staff will more easily fulfill this mandate from God.

Conclusion

Policies for the small business workplace relating to dress code, technology use, fraternization and attendance all play a part in the conducting of business. The small business must be operated in an orderly manner. That is the point of having policies on these issues.…